Clerk II Confidential MR CLK

Rochester Housing Authority•Rochester, NY

5d•$20 - $31

About The Position

This is clerical work involving the independent performance of higher level clerical tasks which may include contact with the public or handling of funds. Assignments given to employees in this class involve little or no typing. The work is performed in accordance with general instructions regarding objectives, policies and procedures. The work is not subject to detailed or immediate review and is usually in its completed form. Employees of this class may exercise supervision or guidance over a small number of clerks and may train a small number of clerks in the procedures used for that section. General supervision is received from a higher level employee who is available to handle more difficult or technical problems. Performs related work as required. At the Rochester Housing Authority/Compliance Department, this role involves processing, preparing, and dispersing all incoming and outgoing mail, including postage calculation, packaging, and delivery coordination with services like UPS and FedEx. Responsibilities include weighing mail, affixing postage, preparing mailings, and dispersing incoming correspondence. The position also assists in developing mail room procedures, collaborates with other departments, audits mail room supplies, and archives/scans compliance files. Maintaining the electronic library of RHA policies and procedures, compiling and analyzing data, preparing and verifying records and reports, and entering information electronically and manually on standard forms are also key duties. The role provides support in other administrative duties as needed.

Requirements

Knowledge of office practices, terminology, procedures, and methods
Knowledge of business math and business English
Knowledge of the techniques involved in record keeping
Knowledge of the techniques involved in establishing and maintaining a filing system
Ability to use a personal computer
Ability to organize and deal with varied workloads
Ability to conduct searches for information from various sources
Ability to prepare written communication
Ability to work with forms either hardcopy or electronically
Ability to complete standardized reports either hardcopy or electronically
Ability to understand and carry out complex oral and written instructions
Ability to express oneself clearly
Ability to readily acquire familiarity with departmental organization, functions, laws, policies and regulations
Ability to deal with the public
Ability to perform arithmetic computations
Ability to meet deadlines
Ability to solve complex clerical problems
Ability to operate and maintain a variety of mail room equipment (e.g., folding machine, burster machine, inserting machine, decollator machine, postage meter machine)
Ability to read and interpret rules, regulations and procedures
Ability to lift up to 50 pounds
Knowledge of Department policies and procedures

Responsibilities

Enters information onto standard forms such as payroll or production records, authorizations and certifications
Maintains files, written documents or financial records
Compiles summaries and reports
Enters data into a personal computer
Prepares and maintains written communications such as memos, reports, and related tables, listings and charts that require familiarity with section procedures and policies
Prepares and maintains alphabetical and numerical files
Searches files, records and references for information
Prepares written documents, certifications, authorizations, and forms
Obtains and gives out information by telephone, correspondence, or in person
May schedule meetings
May supervise, guide, or train subordinates in the performance of their duties
May compute interest, taxes and price extensions
Process, prepare and disperse all incoming and outgoing mail, including postage calculation, packaging, and delivery coordination. This includes packages to and from services such as United Parcel Service, Federal Express, and overnight delivery
Weighs mail and affixes postage either by hand or with applicable meter equipment
Prepares mailings by folding items and inserting them into envelopes or operating automated equipment
Disperses incoming correspondence to appropriate departments
Assist in the development and implementation of mail room procedures to improve efficiency
Collaborate with other departments to facilitate smooth communication and mail handling
Perform regular audits of mail room supplies and request replenishment as necessary
Archive, scan, and maintain compliance files, ensuring they are organized and easily retrievable
Maintain the electronic library of RHA policies and procedures, ensuring all documents are current and accessible
Compile and analyze data while preparing and verifying the completeness and accuracy of records and reports
Enter information both electronically and manually on standard forms, including invoices, contracts, compliance records, etc.
Provide support in other administrative duties as needed