Clerk

Responsibilities

• Opens, sorts, batches, and distributes incoming mail, outgoing mail and faxes for department.
• Filings and maintains files.
• Filings and maintains all electronic routes.
• Prepares orientation and training schedules for staff.
• Organizes and maintains departmental files and documentation to include making copies, preparing reports, documenting in multiple types of computer programs, sending faxes and generating correspondence as necessary.
• Answers the telephone, determines urgency of and prioritizes requests, questions, and routes calls as appropriate in a courteous and professional manner.
• Maintains the online calendar and schedule for managers to include coordination of meetings both within department, among other internal departments, and with external entities.
• Arranges conference rooms, catering, and audio/visual equipment.
• Counsels and coordinates alternate times and locations when scheduling conflicts occur.
• Prepares and distributes agendas and minutes in both hard copy and electronic format for various department meetings.
• May assist with the maintenance of units’ reference documents and manuals.
• May provide overflow support for all clerical functions.
• Participates in special departmental projects and assignments as required.

Qualifications

• High School Diploma or equivalent; clerical experience preferred.
• Typing speed 40 wpm and proficient use of 10-key calculator.
• Knowledge of general office business machines.
• Basic working knowledge of word processing.
• Attention to detail, comfortable working with multiple staff.

Performance Based Competencies

• Effective written communication skills.
• Excellent organization skills with ability to prioritize assignments and maintain effective filing systems and meet deadlines.
• Able to use good judgment and to handle confidential and sensitive issues with tact and diplomacy.
• Able to understand and follow instructions.
• Able to effectively exercise good judgment within scope of authority.
• Able to accurately complete tasks within established times.

Work Environment And Physical Demands

• Use of telephone, fax, computer and Biz-hub machine are required.
• More than 50% of work time is spent in front of a computer monitor.
• Ability to move, carry or lift objects of varying sizes weighing up to 25 lbs.
• Must be able to work in a fast paced environment and maintain courtesy and composure when dealing with internal and external customers.
• Ability to prioritize work load and initiate action to acquire needed information from professionals by phone.
• Ability to function effectively with frequent interruptions and directions from multiple team members.