Clerk II

Position Summary

Under general supervision, performs a variety of complex clerical duties according to established policies and procedures. Essential duties and responsibilities include:

• Act as a receptionist in greeting and directing the public.
• Answer inquiries both in person and by telephone requiring knowledge of departmental rules and regulations.
• Assist in ordering and maintaining supplies; distribute as needed.
• Assist in preparing financial or bookkeeping records.
• Calculate monetary charges, make change, tabulate and balance funds.
• Check records and reports for accuracy and correct errors.
• Compile statistical data and prepare program/department reports.
• Create and maintain program/department forms, documents and policy and procedure manuals.
• Create, utilize, and update email and fax groups.
• Make appointments and prepare schedule, including completing and mailing appointment letters or reminder cards, receives appointment cancellations and attempts to find replacements.
• Prepare correspondence, records, forms, reports and other correspondence.
• Receive and record complaints.
• Receives copies of referrals from referral sources and assists with follow-up arrangements as indicated.
• Sort material for filing and maintain files in proper order.
• Verify list serves and contact information.
• Word processing and creation of data bases for materials distribution.
• Create pamphlets, displays, posters, social media posts, etc. for the promotion of a department program or service.
• Distribute program material and promote program services in a private or public setting such as medical facilities, community events, health events, and other public locations.
• Mandatory participation in orientation and training for basic public health emergency preparedness and response concepts.
• Other duties as assigned.

Supervision received: Work is performed under the direction of the Medical Health Officer and Health Administrator with direct supervision by the applicable Division Head and/or supervisor. Supervisory responsibilities: N/A

Experience, skills, education:

• Graduation from an accredited high school (GED acceptable) supplemented by technical training, college coursework and/or certification in a business, legal or office administration field required; Associate's degree preferred.
• Verifiable equivalent professional work experience in a business, legal or office administration field may substitute for education.
• One to three years of responsible professional level work experience in a business office setting required.
• Willingness to pursue additional training.
• Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.
• Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.
• Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly; communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

Essential abilities for all St. Clair County job classifications:

• Ability to demonstrate predictable, reliable, and timely attendance.
• Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.
• Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.
• Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.
• Ability to use discretion and maintain sensitive and confidential information.
• Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.
• Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.
• Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.
• Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required. Proficiency may be tested.

Conditions of employment:

• Prior to starting employment, the candidate must complete a satisfactory background check. The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
• Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.
• Required to report to duty when called upon in the event of a Public Health Emergency regardless of declaration.

Physical requirements and working conditions:

• Speak to others to convey information effectively.
• Read, interpret and understand procedures, rules, technical information, instructions and manuals.
• Hear and understand information presented through spoken words and sentences.
• Specific vision requirement includes close vision, distance vision, color and depth perception.
• Use hands to operate a computer, handle materials and operate equipment.
• Push or pull carts, reach with hands and arms forward, above and below shoulder level.
• Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.
• Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.
• Stand and walk, climb stairs.
• Generally works in a normal office environment.
• The noise level in the work environment is moderate with many interruptions.
• May be required to travel to multiple locations.
• Due to the nature of the work hours may include overtime, evenings or weekends.
• Position may require occasional travel to various County departments and community events.

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job requirements or duties performed. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. An equal employment opportunity employer: It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.