Administrative Clerk

Sonomacity; Sonoma (CA); On-site; USD 40,000 - 55,000; Full time

Job summary

Sonomacity is seeking an Administrative Clerk in Sonoma, California. The role includes a wide range of administrative and clerical work, acting as the primary point of contact for public inquiries. Candidates must have significant clerical experience and solid knowledge of office procedures.

The position demands high customer service skills, proficiency in office equipment, and the ability to prepare and maintain relevant documents. A valid California driver's license is required.

Qualifications

• Two years of responsible clerical experience.
• Strong understanding of office procedures and operations.
• Valid California driver's license required.

Responsibilities

• Perform general clerical and receptionist duties.
• Act as the primary point of contact for the public.
• Process accounting records and financial transactions.
• Maintain office supplies and equipment.
• Assist in preparing and distributing documents.

Skills

Clerical skills

Customer service

Cash handling

Recordkeeping

Education

High school diploma

Tools

Office equipment

Computer software

Job description

To perform a wide variety of general clerical, receptionist, and routine administrative support
duties related to area of assignment; to provide exceptional public service as the primary point of
contact for an assigned department or division; and to provide administrative support to an
assigned supervisor.

Distinguishing Characteristics

This is the journey level in the single level Administrative Clerk class. Incumbents initially perform
the more routine duties assigned to positions in this series and work under close supervision.
However, as experience is gained, incumbents are expected to perform the full range of duties
as assigned with increasing independence.

Supervision Received and Exercised

Receives general supervision from an assigned supervisor.

Examples of Essential Duties

Duties may include, but are not limited to, the following:

• Perform a wide variety of clerical work including filing, billing, verifying and recording information.
• Act as primary point of contact for the public; answer telephones and greet visitors; respond to
  inquiries; provide routine information; take messages and refer callers to appropriate parties.
• Perform a variety of clerical accounting functions in the preparation, maintenance and
  processing of accounting records and financial transactions; receive cash payments; reconcile
  cash entries and balance cash drawer.
• Accept and process a variety of applications, verifying accuracy of information.
• Prepare, proofread, copy and distribute various reports, agendas, and files.
• Conduct mailings and place posters to advertise public hearings.
• May maintain and update the city's website with respect to content, including agendas,
  minutes, packets, announcements, and similar items.
• Sort and file documents, files, charts, and records; maintain alphabetical, index, and crossreference files.
• Process and maintain a variety of statistical records; check and tabulate statistical data; prepare
  routine statistical reports; perform data entry.
• Receive, sort and distribute incoming and outgoing mail.
• Maintain office supplies and equipment.
• Build and maintain positive working relationships with co-workers, other City employees and the
  public using principles of good customer service.
• Foster an environment that embraces diversity, integrity, trust, and respect.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Perform related duties as assigned.

Minimum Qualifications

Knowledge of:

• Standard and accepted English usage, spelling, grammar, and punctuation.
• Principles and practices of customer service.
• Modern office methods, procedures and computer equipment, including applicable
  software programs.
• Pertinent City functions, policies, rules and regulations.
• Methods and techniques of effective recordkeeping.
• Principles and practices of cash handling and reconciliation.

Ability to:

• Perform a wide variety of general clerical, receptionist, and routine administrative support
  duties.
• Intermittently, review and evaluate documents related to department operations; observe,
  identify and problem solve office operations and procedures; understand, interpret and
  explain department policies and procedures; explain operations and problem solve issues
  for the public and with staff.
• On a continuous basis, sit at desk for long periods of time or stand at public counter;
  intermittently twist to reach equipment surrounding desk; perform simple grasping and
  fine manipulation; use telephone; write or use a keyboard to communicate through written
  means; and lift or carry weight of 10 pounds or less.
• Manage and reconcile cash payments and deposits.
• Prepare, proofread, and distribute a variety of documents related to area of assignment.
• Accept, review, verify and collect payments, fees, fines and applications.
• Use sound judgment in recognizing scope of authority.
• Operate and use modern office equipment including computers and applicable
  software.
• Maintain regular attendance and adhere to prescribed work schedule to conduct job
  responsibilities.
• Utilize appropriate safety procedures and practices for assigned duties.
• Establish and maintain effective working relationships with those contacted in the
  course of work.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Communicate clearly and concisely, both orally and in writing.

Experience and Training:

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

• Experience: Two years of responsible clerical experience.
• Training: Equivalent to the completion of the twelfth grade.

License or Certificate:

• Possession of, or ability to obtain, a valid California driver's license as required by the
  position.