Administrative Clerk

Job Description Position: Administrative Clerk Department Protective Services/General Location Erie County Office of Children & Youth Services Status Full Time Starting Pay Rate $13.19 Hourly Hours Per Week 37.5 Exemption Status Non-Exempt Posting Date 06/27/2024 Closing Date 07/12/2024 Pay Grade AC05 Bargaining Unit AFSCME CLERICAL/TECHNICAL Posting Number 5012 Posting Notice:

Erie County offers a generous fringe benefit package including low-cost medical, dental, vision; 14 paid holidays; up to 11 combined personal and vacation days in the first year of employment. Definition of Class The position utilizes complex clerical work involving the processing of documents in a variety of functions. Performs clerical work involving independent judgment, processing letters, reports, contracts, and other written documents as required.

Proofreads and corrects the draft and final versions of documents. Provides secretarial services, skilled use of different office machinery, and performs various office duties. Works independently with some supervisory input.

Nature of Work Type letters, reports, contracts, itineraries and other documents when required. Read correspondence to determine next step in handling document i.e.: type, file, mail, forward, or respond. Proofread varying types of material to ensure it is grammatically correct, complete, and adheres to departmental procedures and regulations.

Functions as a lead worker by distributing and interpreting work and assisting with training. Perform related work as required. Duties & Responsibilities This position serves as an administrative clerk in the Ongoing Department and involves complex clerical work.

This position requires teamwork and the ability to work independently. It requires the ability to organize work in a manner which ensures smooth processing and accomplishment of tasks. This position requires the ability to use discretion and judgment along with knowledge of standard office procedures, practices, conduct and actions necessary in maintaining harmonious working relationships.

This position provides clerical support for both specialized and ongoing units. Knowledge of Agency policies and procedures, the process of incoming/outgoing mail, filing, business machines, software and telephone equipment is required.

Proficiency in Excel is a must.

Provide coverage of essential clerical unit duties and responsibilities including switchboard operator, mail processing and delivery and typing and proofreading of court and case management documents. Distributes work assignments among the clerical team during secretary absences. Provides training to others when needed.

Develops and designs brochures, forms, and manuals. Develops and maintains filing systems. Develops, prepares, distributes, and completes reports.

Prioritizes work and assures that deadlines are met. This position serves as the clerical liaison for the Subsidized Daycare Program and the Special Purchase Daycare Program and processes commerce and correspondence for both programs in conjunction with other departments. Demonstrates initiative and the ability to make determinations regarding the maintenance of the Special Purchase Daycare program, by following set guidelines, regulations, and procedures.

Reports quarterly to Administration with statistics. Processes commerce and correspondence for the adoption and permanent legal custodianship (PLC) subsidy program. Works closely with the Subsidy Unit and Supervisor on all tasks.

Maintains documentation and files for the adoption and PLC subsidy program. Conducts Random Moment Time Studies (RMTS) for the purpose of Federal funding. Performs data entry and retrieval of information from automated information systems.

Provides backup coverage for clerical unit duties including, but not limited to, any Clerk Typist 2 or 3 responsibilities when necessary. Performs other duties as assigned. Knowledge, Skills, & Abilities Knowledge of grammar, spelling and punctuation to process written materials as required.

Knowledge of office equipment, standard office procedures, practices, and conduct to perform work duties along with knowledge of the different types of filing systems utilized by the department. Should be able to work independently and make determinations based on the ability to follow policy and procedures. Organizational skills and the ability to understand both oral and written instructions are necessary.

This position requires the ability to be confidential and discreet with Agency and client information. Minimum Requirements Minimum of 6 months as a Clerk Typist II High School Diploma or GED with Business Curriculum, and 1 year General Clerical Experience Supervision Received Supervision for this position is received from an Administrative Assistant 1. Conditions Of Employment Required to obtain Pennsylvania Child Abuse, Pennsylvania State Police and FBI fingerprint clearances prior to the start of employment.