Clerk Typist II

Definition of Class

• This position involves moderately complex clerical work involving the typing, word processing and processing of documents in a variety of functions. These can include but are not limited to verifying information, performing calculations, coding, filling out (and assisting the public with) government forms, skilled typing (word processing) of correspondence, reports, transmittals and memos. This position may perform secretarial services for other individuals, operate office machinery, and provide training to others when needed. The ability to work independently is important.

Nature of Work

• Processes letters, reports, contracts, transactions and transmittals regularly, proofreads various materials, orders supplies, equipment and services as needed, handles departmental mail.

Duties & Responsibilities

• Serves as a secretary to the Superintendent, Program Director and the Administrative Assistant. Reports directly to the Administrative Assistant. Duties include typing from handwritten drafts as indicated by administration and juvenile counselors including: letters, memos, correspondence, reports, court summaries, compiling Court Orders and Coleman forms, recording intakes, sending out notice to parents, filing, and setting up forms on "as needed" basis, answering doors and phones, ensuring all forms in file room are copied and stocked, maintains contact with school district by reporting intakes to city schools, generates daily security sheets as backup, distributes mail and faxes security sheets to selected offices. Use of personal computer and Microsoft Word XP. Maintains confidentiality on all work related activity.
• Evaluates and makes independent decisions regarding work priorities within the workload on a daily basis. Consults with supervisor for guidance and direction for new or unusual situations and/or changes in operating procedures and policies.
• Performs moderate/complex typing from drafts which include: memos, correspondence, reports, Court summaries, letters to parents, dates of intake, records training, personnel records, answering phones and doors, compiles Court Orders and Coleman forms for the Administrative Assistant , recording intakes, sending out notice to parents, filing, and setting up forms on "as needed" basis, ensuring all forms in file room are copied and stocked, maintains contact with school district by reporting intakes to city schools, generates daily security sheets as backup, distributes mail and faxes security sheets to selected offices and maintains training log. Completes special projects as requested. Prioritizes all work and ensures deadlines are met. Proofreads all typed material for typographical errors and accuracy, makes corrections as needed. Compiles and maintains new intake records. Prepares National School Lunch Program monthly forms, prepares third shift monitoring report forms, records intakes, types incident reports & distributes, distributes incoming mail and faxes, compiles staff training, pulls past resident files to be expunged at the end of the year as per Department of Public Welfare, maintains training log.
• Responsible for maintaining the file room and maintaining knowledge of file room procedures.
• Attends periodic staff meetings and periodic clerical unit meetings as scheduled.
• Performs related duties as assigned.

Knowledge, Skills, & Abilities

• Knowledge of grammar, spelling and punctuation to handle departmental correspondence (both create and read), knowledge of standard office machinery and ability to understand and follow oral and written instructions. The ability to make work-related decisions on defined standards and precedents, organize assignments, develop effective work methods, and instruct and advise other clerical employees.

Minimum Requirements

• High School Diploma or GED with Business Curriculum, and 1 year General Clerical Experience

Supervision Received

• Supervision for this position is received from the Administrative Assistant.

Conditions Of Employment

• Required to provide and are subject to Pennsylvania criminal and child abuse clearances as well as an FBI fingerprint clearance.