Department Clerk

General Summary

Under direction, performs a variety of clerical duties to support department operations.

Essential Functions And Responsibilities

• Maintains and types a variety of materials, including those of a sensitive or confidential nature such as, memos, letters, records and forms, according to established policies and procedures or specific instructions, exercising independent judgment as required.
• Answers telephones and makes outgoing calls to satisfy routine phone inquiries and provides assistance to the general public and walk-in visitors.
• Enters and processes daily work and time records.
• Affords assistance in maintaining stock of office forms, informational bulletins and office supplies.
• Organizes and maintains files and correspondence of both a routine and confidential nature.
• Affords assistance in the operations of the department; delivers, retrieves and records documents and maintains files.
• Substitutes for other Department Clerks as needed, at various divisions of the Department of Roads.
• Performs routine calculations and compiles information for various documents and reports.
• Makes duplicate copies of reports and/or information, routes to appropriate person and/or files as required.
• Receives incoming telephone calls, answers questions appropriate to skill level, relays messages to appropriate individuals or departments.
• Operates standard office equipment such as computers, multi-line telephones, facsimile machines, copiers, calculators and adding machines.
• Works overtime as directed, including weekends and holidays.
• Performs related duties as assigned.

Qualifications

• Education and Experience: Possession of a high school diploma or a certificate of successful completion of the General Educational Development Test. A minimum of two (2) years of experience as a General Clerk or related clerical experience.
• Preferred Education And Experience: Possession of an Associate Degree or Bachelor’s Degree in general business or related field.
• Required Licenses Or Certifications: Possession of a valid Michigan driver’s license and operable, insured automobile for authorized travel.

Competencies For Successful Performance Of Job Duties

• Department of Roads regulations as it relates to the assigned department
• Record keeping techniques and practices
• Office terminology, procedures, equipment and business arithmetic
• Word, Excel, Internet and E-mail and other related software
• Ability To Establish and maintain effective working relationships with elected officials, Administrators, Department Heads, staff, union officials and the public.
• Ability to make decisions in accordance with laws, ordinances, regulations and established policies and procedures.
• Ability to understand and follow complex written and oral directions.
• Ability to conduct oneself with tact and courtesy.
• Ability to speak, write and understand the English language.
• Ability to speak, write and understand a language other than English is preferred.
• Ability to understand and carry out oral and/or written instructions.
• Accuracy in organizing and maintaining paper documents and electronic files.
• Confidentiality of information and professional boundaries.
• Independence in work.

Work Environment/Conditions

• Office or similar indoor environment
• Outdoor environment
• Street environment (near moving traffic)
• Construction site
• Confined space
• Individuals who are hostile or irate
• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Extreme heat (above 100 degrees)
• Communicable diseases
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals, substances, or waste
• Loud noises (85+ decibels)
• Blood Borne Pathogens

Physical Demands

• Balancing on even or uneven surfaces/ground
• Bending (forward or backward bending at the waist)
• Climbing up or down stairs, ladders, scaffolding and platforms
• Crawling (moving about on hands and knees).
• Inspecting in confined spaces
• Digging
• Driving on sealed and unsealed roads
• Grasping, gripping, holding, clasping with fingers or hands
• Kneeling to work at low levels
• Lift/Carry/Move objects from one level/position to another up to 25 pounds
• Push / Pull objects away from or towards the body
• Reaching overhead (arms raised above the shoulder) or forward reaching (arms extended)
• Sitting in a seated position during the task performance
• Standing in an upright position without movement
• Walking considerable distances in the facility on multiple surfaces
• Running considerable distances in the facility on multiple surfaces

General Requirements And Disclaimers

• Complies with P.A. 390, as amended, known as the State’s Emergency Management Act and the County’s Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes.