Administrative Clerk

Job Description

Job Description

POSITION:  Administrative Clerk

ACCOUNTABLE TO:

The following chain of command: Administrative Director, Undersheriff, and Sheriff

SUMMARY OF WORK: 

Schedule: 4–10-hour shifts

The Administrative Clerk is a civilian member who possesses all of the requisite knowledge, skills and physical abilities incumbent upon the position.  Performs moderately complex, operational and specialized clerical support duties.  Duties include a variety of clerical tasks and responsible customer service contacts. 

The important and essential job function includes the following: interacting positively and cooperating with co-workers, responding politely to citizens, working as a team member, functioning under intense time pressure and responding in a positive manner to supervision. 

The Administrative Clerk may perform other related duties and tasks as required, and shall have the physical, mental and emotional abilities to perform the essential job duties of the position. 

SUPERVISION RECEIVED:

Supervision from the Administrative Director

ESSENTIAL DUTIES AND JOB ACCOUNTABILITY:

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address office needs and changing office practices.

• Perform data entry
• Retrieve information/data
• Perform record searches
• Compile statistics
• Prepare public records requests
• Provide general information
• Respond to public window walk-ins
• Respond to telephone inquiries
• Records retention per State retention laws
• Prepare/mail correspondence
• Redact sensitive information as directed
• Liaison with other agencies
• Maintain files per office procedures
• Perform bookkeeping duties
• Process traffic citation data
• Maintain computer skills
• Operate computerized records management system
• Inventory/requisition supplies and equipment
• Receive/store materials/office supplies
• Provide clerical support
• Process/file sworn reports
• Represents Ravalli County as directed in meetings and/or approved training
• Provide information to citizens
• Maintains confidential information
• Serve as back-up in other areas of Administration as needed
• Performs other related duties as required

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Office supplies
• RCSO General Orders
• RCSJO policies/procedures
• Montana State records management mandates
• Various software applications
• Current CJIN procedures
• NIBRS reporting codes
• Montana State Statutes
• Filing systems
• Other government agencies
• Community referral services
• Geographical area
• Dispatch signals, codes and unit identifications
• City and County Ordinances
• Cash handling procedures
• Current events
• Office equipment operations

Ability to:

• Pass RCSO selection process requirements
• Read and write English
• Operate office equipment
• Recognize and count U.S. currency
• File alphabetically/numerically
• Establish/maintain effective working relationships with co-workers, supervisors, and citizens
• Multi-task
• Operate motor vehicle
• Maintain accurate logs
• Follow oral/written directions
• Communicate tactfully and impartially
• Concentrate and Comprehend
• Work Independently
• Reason logically
• Maintain confidential information
• Organize thoughts
• Meet deadlines
• Performs other related duties as required.

Skills:

• Basic mathematical
• Keyboarding
• Computer
• Reading comprehension
• Telephone
• Report interpreting
• Interpersonal
• Clerical
• Technical
• Self-discipline
• Practical application
• Time management
• Organizational
• Communication
• Public relations

MINIMUM EDUCATION AND EXPERIENCE GUIDELINES: Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Performing the above knowledge, abilities, and job performances are acquired through a combination of education, training, and experience.  Must be a least 18 years of age; must have a High School diploma or equivalency; pass oral interview and background investigation; demonstrate proficiency of keyboarding 40 wpm with no more than 5 errors; knowledge and practical application of the function of the personal computer; familiar with computer software programs and applications; functional understanding and previous exposure to modern office equipment and machines; one (1) year of clerical experience, preferred.

License or Certificates:

Possession of a valid Montana driver’s license

Maintain current CJIN certification when applicable

ESSENTIAL PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Extensive public contact; the noise level in the work environment is usually moderate but may be very loud due to sirens, building maintenance work, etc.; may be required to travel outside the County to attend meetings or trainings; work in an office setting with artificial light, using a desk, chair, and computer; works in an office environment under normal conditions; works extended periods of time with computers/monitors.

Physical: Primary functions require sufficient physical ability to walk, stand, or sit for prolonged periods of time; occasionally stoop, bend, kneel, crouch, reach, and twist; occasionally climb and balance; regularly push, pull, lift, and/or carry light to heavy weight; operate office equipment including use of computer keyboard; requires a sense of touch, finger dexterity, and gripping with hands and fingers; ability to speak and hear to exchange information; ability to operate a vehicle to travel to various locations.