Division Clerk

City of Livermore, CA; California (MO); On-site; USD 52,000 - 72,000; Full time

Job summary

The City of Livermore is seeking a Division Clerk for the Water Resources Division of the Public Works Department. The in-person position will be based at Livermore's Water Reclamation Plant, located at 101 W.

Jack London Blvd, with responsibilities including advanced clerical support, office management, and data collection. Under supervision, the Division Clerk performs complex, non-routine assignments, maintains files and records, coordinates paperwork, schedules meetings, and prepares

Qualifications

• Equivalent to graduation from high school; college level courses in business administration, office management, public administration, or related field are desirable.
• Experience in general clerical tasks including customer service, file maintenance, and document preparation.
• Ability to supervise clerical staff and coordinate office operations.

Responsibilities

• Maintain accurate, up-to-date files, statistics, and records.
• Coordinate the flow of paperwork and schedule meetings and appointments.
• Prepare reports, letters, and other correspondence; proofread documents for accuracy.
• Train and supervise clerical staff as assigned; assist in selection and performance processes.
• Assist with budget preparation and performance measures; interpret policies and procedures.

Skills

Office management

Staff supervision

Customer service

Record keeping

Data collection

Word processing

Education

High school diploma

College coursework in business administration

Tools

Microsoft Word

Microsoft Excel

Database software

Email and internet

Job description

The City of Livermore is currently accepting applications for the position of Division Clerk. The current Division Clerk vacancy exists in the Water Resources Division of the Public Works Department. This is an in-person job and the worksite for this position will be at Livermore's Water Reclamation Plant, located at 101 W. Jack London Blvd. For more information regarding the recruitment timeline and additional details, please refer to the job announcement.

DEFINITION

Under supervision, provides advanced clerical support to a department, division, or section including office management, staff training, word processing, record keeping, and data collection and evaluation; and performs other duties as assigned.

DISTINGUISHING CHARACTERISTICS

The Division Clerk classification is characterized by its performance of a variety of complex non-routine assignments of a highly specialized nature. Incumbents are regularly responsible for the scheduling and completion of their own work with limited review by a department, division, or section supervisor. The Division Clerk is distinguished from the Administrative Clerk II in that the latter independently performs a variety of office support duties under fairly clear guidelines making decisions with guidance under supervision in non-routine circumstances. The Division Clerk is distinguished from the Administrative Assistant in that the latter exercises considerable independent judgment in solving the most difficult and sensitive issues to the area of assignment and performing a wide variety of para-professional duties under minimal supervision.

SUPERVISION RECEIVED

Supervision is provided by a department, division, or section supervisor.

SUPERVISION EXERCISED

May supervise or provide direction to office support personnel.

General Office Duties

Maintain accurate, up-to-date files, statistical data and records; coordinate the flow of paperwork; process and distribute mail; schedule meetings and appointments; compose and type reports, letters, and other correspondence; proofread and correct documents; compile statistical data to create reports or track information; maintain personnel and payroll records; operate modern office equipment; attend meetings and take minutes; prepare documents such as requisitions for purchasing of supplies, warrant requisitions for payment of invoices, billing requests, and cashiering of checks; develop and monitor projects and special assignments; assist in preliminary data gathering, preparation of budget and performance measures; interpret and explain City policies and procedures; design and modify work methods, procedures, and forms; and review all work for thoroughness and accuracy.

Supervisory Functions

Train and supervise assigned staff, including approving scheduled time off, assisting in selection processes, and completing or making recommendations on performance evaluations and disciplinary actions.

Computer Applications

Use personal computers to perform word processing, spreadsheet, data base, e-mail, Internet, and other specialized functions; maintain and update computer software; enter data and verify the accuracy of the input; and generate reports.

Specialized Assignments

Depending on the assignment of duties, a Division Clerk may also receive and track applications and issue licenses and basic permits; maintain project specifications and contract documents; collect fees; use two-way emergency radio communication equipment; conduct facility tours; maintain a library of professional and technical literature; perform record keeping and billing for cost recovery programs; handle money and balance a cash drawer; prepare daily cash reports; transcribe from a dictating machine; provide staff support to advisory bodies and commissions, as assigned; assist with election related duties and assignments; operate specialized law enforcement network computers; and other specialized duties as assigned.

Demonstrated Knowledge of

Modern office practices, procedures, and equipment; proper English usage, spelling, grammar, punctuation, and business format; alphabetic and numeric filing systems; business mathematics including percentages and decimals; basic accounting, record keeping, and payroll procedures; time management; effective supervision; office management principles; effective communication techniques; personal computer operating systems and software applications, and principles and practices of exceptional customer service.

Demonstrated Skills to

Perform a variety of complex office support duties; follow oral and written instructions; use independent judgment; organize and maintain an office; proofread to identify and correct errors in grammar, punctuation, spelling and arithmetic; operate modern office equipment; perceive needed changes and initiate suggestions for improvement; understand and interpret policies and procedures; prioritize work assignments; maintain accurate, up-to-date files and records; research and compile statistical reports; maintain confidentiality of information; work under the pressure of deadlines; utilize personal computer and computer software to perform word processing, spreadsheet, data base, and other specialized functions; maintain and update computer software applications; meet the City’s keyboarding standard (35 net wpm); transcribe from dictating equipment; handle money and make correct change; work as a member of a team to accomplish goals; supervise and train clerical staff; communicate effectively verbally and in writing; interact with a variety of people at varying levels in the organization including elected officials; develop and promote good customer relations with the public, co-workers, and other agencies and respond to internal and external customers in a professional, creative, and cooperative manner; and exemplify an enthusiastic, resourceful, and effective customer service attitude.

Ability to

Effectively apply the required knowledge and skills in the daily performance of assigned duties; develop solutions, within established guidelines, using initiative, tact, and good judgment; remain flexible and adapt to changing conditions; and read, comprehend, and interpret policies, procedures, laws ordinances, and regulations.

Experience, Education, and Training Guidelines:

Any combination of experience, education, and training that would provide the best qualified candidate. A typical way to obtain the knowledge, skill, and abilities would be:

Experience

Equivalent to four years of general clerical experience including comprehensive experience in providing exceptional customer service. Two years of the experience must include one of the following: office management, staff supervision, performing highly specialized complex assignments, or equivalent to two years performing duties in the City of Livermore’s Administrative Clerk II classification. Public sector experience is desirable.

Education

Equivalent to graduation from high school. College level courses in business administration, office management, public administration, or other closely related field are highly desirable.

Training

Any recent training such as academic courses and certification programs which are relevant to this job classification.

License

May require the possession of a valid California driver's license and a satisfactory driving record as determined by the City.

Other Requirements

Willingness and ability to work scheduled and emergency overtime, and attend workshops and seminars during work and non-work hours; and provides clerical support at board and commission meetings, as assigned, which may require evening hours.

Special Requirements

Essential duties require the mental and/or physical ability to read fine print and computer monitors; converse in person and over the telephone; use a computer keyboard and calculator; bend, stoop, stretch, and reach; and strength to safely lift and maneuver office supplies and equipment weighing up to 30 pounds.

The City of Livermore is an equal opportunity employer and supports workforce diversity.