Office Clerks, General

About the role

This position performs various duties within an office clerical setting, assisting with administrative, clerical, and secretarial tasks. Knowledge of office management systems and procedures is required.

Responsibilities

• Answer telephones with exceptional customer service.
• Perform bookkeeping, record documents and information, typing, word processing, and spreadsheet development.
• Operate various office machines and manage filing systems.
• Prepare and distribute reports, correspondence, and meeting minutes.
• Plan, coordinate, organize, and track work assignments and projects.
• Manage file systems, office scheduling, and processes for incoming and outgoing mail.
• Support administrative staff and special events committees.
• Perform special assignments, research, and reports as needed.
• Review records and reports requiring action and recommend solutions or courses of action.
• Coordinate, schedule, and set up conferences and meetings for the District Office Headquarters.
• Maintain responsibility for the operation of the District Print Shop, including printing complex items such as mylars, plans, maps, copies, posters, training materials, binding, notepads, and large bulk print jobs for Districtwide needs and events.
• Provide support and fulfill printing requests for Statewide projects, meetings, and trainings.
• Coordinate printing support with the State Sign Shop, Central Office, and other districts.
• Process access control requests and print photo badges for employees, consultants, vendors, and contract employees using the SiPass Access Control System.
• Maintain and store Access Request Forms and assist with access issues or changes while ensuring confidentiality.
• Act as relief for Security Desk personnel, monitor visitors, and ensure they receive a Visitor Badge.
• Perform duties in the Visitor Management System and serve as backup for Mail Room coverage.
• Assist in property inventory assignments, transfers, and surplus of equipment, maintaining a detailed unit inventory list.
• Work with the District Records Management Coordinator on submittal, storage, retrieval, retention, and disposal of all records.
• Ensure records are properly labeled, trackable, and stored in approved containers.
• Verify proper destruction of Electronic Document Management System (EDMS) documents according to procedure.
• Coordinate and provide training to districtwide Record Technicians for compliance with the Records Management Program.
• Maintain records of all stored material and ensure necessary records are transmitted to Central Office.
• Assist during hurricanes and storms, providing support for storm logistics, travel, assessments, building support, and deliveries.
• Participate in collaboration and support for statewide initiatives.

Requirements

• Standard background check required.

Schedule

Monday–Friday, 8:00 AM–5:00 PM (40 hours per week).