Senior Clerk

Part-time/Non-Exempt

SUMMARY

Under direction of a supervisor, performs a variety of administrative, technical, customer service, and clerical support work of moderate to advanced complexity. This position plays a key role in the department operations and requires specialized knowledge, skills, and abilities in assigned City department.

DISTINGUISHING CHARACTERISTICS

This is an advanced journey level clerical and administrative support position in the City. This class is distinguished from other clerical positions, as the position is responsible for exercising a higher degree of independence and procedural knowledge and performing varied and specialized administrative, technical, customer service and clerical support. This position may be assigned lead responsibility over other staff.

Provide information to the public and other department staff regarding City programs, services, policies and procedures.

Assist customers with business transactions, including completion of required forms and receiving payments. Respond to inquiries and disputes from public, providing resolutions.

Provide assistance to department management in the implementation of department programs, systems, procedures and methods of operations.

Prepare and process financial transactions including invoices and requisitions. Performs a variety of simple arithmetic calculations related to department business.

Prepare, proofread and edit a variety of reports, letters, memos, forms, flyers, handouts and documents, with accuracy.

Communicate and interact with City vendors, personnel and the general public in person, over phone and/or by e-mail.

Order, distribute and maintain office supplies equipment.

Develop, implement and maintain various record keeping systems and controls for ensuring accuracy of forms, records, documents and files.

Receive, review, sort and route mail, messages and telephone calls to City divisions and/ or departments. Prepare bulk mailings.

Train, coordinate and lead the work of staff.

Compile and review timesheets for accuracy and payroll processing in accordance with payroll procedures.

Schedule, coordinate and arrange meetings, appointments, trainings, conferences and workshops. Prepare agendas, handouts, worksheets and minutes.

Perform other duties as assigned period.

Knowledge of:

• Principles and practices of office clerk.
• Office practices, organization and procedures.
• Basic grammar, punctuation and math.
• File maintenance and record keeping systems.
• Procedures, policies, laws, rules, codes and regulations related to assigned section.
• Basic business and report writing skills.
• Basic principles of problem solving and supervision.
• Personal computer, office suite software and automated cashing system.
• Effective training skills.
• Effective customer service skills and telephone etiquette.

Ability to:

• Communicate clearly and concisely, both orally and in writing.
• Operate a variety of office equipment, including personal computer and related software for word processing, spreadsheets, caching and databases with consistency and accuracy.
• Oversee and coordinate program, service or specific activities in assigned City department.
• Perform administrative and Technical Support work.
• Maintain effective working relationships with City employees and the public.
• Train, lead and schedule the work of staff.
• Perform basic mathematical calculations quickly and accurately.
• Maintain accurate records, documents and inventory of equipment and supplies.
• Work effectively under pressure with frequent interruptions.
• Perform duties under minimal supervision using appropriate judgement, initiative, discretion and tact.

Graduation from High School or equivalent. An Associate’s Degree is preferred. Five (5) years of increasingly responsible experience performing administrative, financial, technical and/ or customer service duties, including two years of recent work experience at journey-level working with the public. An Associate’s Degree from an accredited college or university in Business, Finance, Public Administration or closely related field may be substituted for two (2) years of required experience.

A valid State of California Class C Driver’s License is required.

The City of Hawaiian Gardens is an Equal Employment/Affirmative Action Employer. Women, Minorities and Disabled are encouraged to apply. Special assistance with the application and examination process is available, upon request, for persons with disabilities at (562) 420-2641 extension 219. Applicants with legal disabilities who require special testing arrangements must contact the Human Resources Department at least five (5) working days prior to the examination date.