Program Clerk

Office Automation Specialist

Performs office automation work using word processing software and several other types of software such as databases, graphics, spreadsheets and similar software packages to produce a variety of documents, reports, records, etc. Performs a substantial range of functions within each type of software. Creates, copies, edits, calculates, revises, reformats, retrieves, stores and prints a wide range of documents in final form from handwritten drafts (e.g. staff papers, correspondence, performance appraisals, administrative forms, reports, graphs, statistics, tables, etc.). Edits and reformats electronic drafts of reports prepared by staff members. Uses varied functions of word processing software in the creation of documents. Reads directives and instructional material pertaining to administrative practices and clerical procedures in order to be aware of new revised or amended procedures. Proofreads completed work for accuracy and ensures correct spelling, grammar, capitalization, punctuation, and proper format. Ensures that office correspondence is properly prepared for signature. Transmits and receives documents and messages electronically using personal computers that are connected through a local area network. Uses advanced functions of the software to produce tables, special symbols, tables of contents, graphics, and charts; or uses varied functions of more than one software type, such as spreadsheets, databases, graphics, or publishing software. Updates and revises existing databases. Uses varied and advanced functions of database software to enter, revise, sort, calculate and retrieve data for standard and nonstandard reports. Backs-up data daily and performs functions required to retrieve products and reports. Answers telephone for the office and provides general information related to the office's functions or refers callers to appropriate staff member. Takes and delivers telephone messages for the staff. Incumbent personally responds to routine and non-technical requests for information such as status of reports, suspense date for matters requiring compliance, and similar information readily available from the files. May perform any or all of the following: provides general clerical support to the office staff; prepares travel advances for approval and schedules travel accommodations; computes travel vouchers and submits documents for signature, approval, and payment. Reviews personal property documents involving acquisitions, transfer or disposal of items that are required to be of record. Performs timekeeping duties as required. Determines supplies needed for the office staff. Prepares the necessary requisition/procurement requests, and receives and distributes supplies and special order items. Provides guidance and leadership to students that may be assigned to the incumbents unit as part of the students' Work Based Learning program.