Drug & Alcohol Testing Database

State of Georgia Job Description

Job Title: SS: Clerk (WL)
Job Code: 60108
Last Update: 9/1/2010
Salary Plan: Statewide Salary Plan (SWD)


Job Description, Responsibilities, Standards, and Qualifications

Job Description:

Performs a variety of clerical support functions/processes for an office or unit. Performs clerical duties, or a few specialized or essential clerical functions (i.e. data maintenance, filing system maintenance, transactions, etc.).

Job Responsibilities & Performance Standards:

Conducts clerical research, gathering and compiling information using a variety of resources to prepare, assemble, or generate reports, documentation, presentations, etc
1. Properly completes, processes, and/or maintains necessary documentation, transactions, records, etc. pertaining to assigned function(s).
2. Reviews actions such as requests, enrollments, authorizations and expenditures for conformance with established policies, procedures and guidelines.
3. Effectively coordinates activities necessary to carry out assigned function(s).
4. Provides or coordinates the provision of effective consultation and technical assistance to organizational unit, program area staff and/or others relative to assigned function(s).
5. Appropriately resolves or facilitates the resolution of problems in a courteous and timely manner.
6. Keeps supervisor or other appropriate staff adequately informed of problems, irregularities, issues and concerns pertaining to assigned function(s).
7. Completes tasks and assignments associated with assigned function(s) in a timely manner and in accordance with applicable policies, procedures and guidelines.
May receive, screen and direct telephone and/or radio communications, and greet or assist internal or external customers
1. Appropriately responds to a variety of inquiries, questions, requests or needs. Interprets and applies policies and procedures.
2. Communicates accurate information to customers/contacts in a courteous, timely and helpful manner.
3. Obtains and provides information and assistance, as appropriate. Resolves or facilitates the resolution of problems in a courteous, helpful, and timely manner.
4. Clearly and accurately communicates and conveys directives, assignments, instructions, messages and information from management or supervisory staff as directed.
5. Demonstrates a significant understanding of program and/or organizational rules and regulations.
Opens, sorts and routes incoming mail, answer correspondence, and prepares outgoing mail
1. Properly records, accounts for and dispenses/distributes of associated monies (e.g., fees or payments received), in accordance with applicable policies and procedures.
2. Reviews assigned documents and/or transactions for correctness and completeness, taking action necessary to appropriately address any problems, errors and deficiencies found, to facilitate timely and proper processing.
3. Performs associated mathematical computations and checks computations for accuracy, making necessary corrections as appropriate.
4. Verifies information/data in documents and/or transactions, as applicable, by checking against information/data from other sources such as databases, files, records, other documents and paperwork, individuals, etc.
5. Appropriately interprets information/data contained in documents and/or transactions, applying pertinent policies, procedures and guidelines to determine further processing or action needed
6. Properly completes clerical processing of documents and transactions, and forwards or assigns to appropriate parties for further review or action, in accordance with applicable policies, procedures, guidelines and time frames.
7. Follows-up to determine status of documents and/or transactions forwarded to others for further review or action, as applicable and responds appropriately in the interests of assigned organizational unit, program or agency.
8. Appropriately exercises authority delegated to approve, reject, or return (without decision) requested actions (examples: licenses, permits, vouchers, services, etc.)
Operates office equipment and maintains supplies for assigned area
1. Collects and/or compiles necessary data/information from a variety of sources (e.g., reports, files, databases, individuals) in an accurate thorough, and timely manner.
2. Uses data/information gathered to appropriately complete, prepare, assemble, process and/or generate reports and other documents in a timely manner and in accordance with applicable policies, procedures and guidelines.
3. Uses data/information gathered to appropriately respond to inquiries, questions or requests.
4. Properly prepares and distributes or forwards required or requested data/information, reports and other documents to appropriate persons within established time frames.
Proofreads or verifies existing documents, reports, mathematical figures, budget numbers, or copy to ensure accuracy
1. Appropriately makes recommendations to management and/or staff for improvements in operation of assigned unit or program area, clearly communicating rationale.
2. Develops or revises forms, visual aids, graphs, charts and/or other documents and materials to meet organizational or program needs.
3. Appropriately drafts, develops, or revises policies, procedures, or training manuals for review by management, as assigned.
4. Composes under own initiative or as directed (as applicable), documents such as reports, correspondence and memos, using sound judgement to develop appropriate, accurate, clear and concise content.
5. Proofreads and edits documents for accuracy, clarity, format, spelling, grammar and punctuation.
6. Serves as lead worker to lower-level and less experienced support staff, demonstrates effective leadership such as by providing guidance, on-the-job training and review and constructive criticism of work.
7. Appropriately copies, distributes, and files pertinent letters, memos, reports and other documents and materials.
8. Answers telephone and/or greets visitors in a courteous and timely manner.
9. Uses independent judgement and knowledge of the organization or program area and its operations, policies and procedures to appropriately respond to questions, requests and needs.
Provides clerical support within assigned functional area (ie processing/transactions, review of applications, scheduling training, scheduling facilities maintenance, reconciling financial records, assessing/collecting fees for a program, generating rep
1. Enters data according to prescribed format and procedures, properly coding data for entry as required.
2. Investigates and corrects data that appears inconsistent or erroneous.
3. Completes data entry accurately and in a timely manner.
4. Manages data files according to established procedures (e.g., copy files, back-up files, move files).
5. Appropriately generates, maintains, and distributes computer reports, printouts and associated materials.
6. Effectively utilizes computer software as a tool to perform clerical assignments as applicable.
7. Completes incidental typing assignments in an accurate and timely manner, according to applicable formats, guidelines and procedures.
Provides general clerical support to an office, to include such tasks as data entry/maintenance, copying/distributing documents and materials, maintaining record-keeping and filing systems, etc
1. Accurately and legibly logs, posts, records and/or documents necessary data/information, according to applicable policies, procedures and time frames.
2. Maintains accurate, current data/information in appropriate format(s).
3. Provides accurate reports of data/information maintained as required or requested.
4. Appropriately monitors for and notes trends, problems or issues reflected in data/information and informs management of such in a timely manner.
Establishes and/or maintains filing and record-keeping systems. Maintains reference manuals/materials. (Performed by some incumbents)
1. Establishes and maintains organized, accessible and current systems in accordance with applicable standards, policies and procedures.
2. Appropriately classifies, sorts, files, transfers, prepares for microfilming and/or retrieves correspondence, articles, records and other documents or materials as requested or required.
3. Maintains current, accessible and organized reference manuals/materials.
4. Maintains confidentiality and security of information and materials according to established policies and procedures.
Retrieves or receives, screens, opens and distributes incoming mail. Prepares for delivery and sends outgoing documents and other materials. (Performed by some incumbents)
1. Appropriately retrieves/receives, opens, screens and/or distributes incoming mail in a timely manner.
2. Researches and compiles relevant materials or information; attaches to applicable mail before forwarding to appropriate staff.
3. Prepares and sends outgoing documents and other materials according to established policies and procedures or as instructed.
4. Prepares, sends, and/or relays communications in a timely manner, such as faxes, e-mail and teletype, according to applicable policies, procedures and formats.
5. Independently responds to items within the authority granted.
Maintains calendars and schedules appointments, meetings and conferences. May make meeting facility and equipment, travel and/or lodging arrangements. (Performed by some incumbents)
1. Establishes and maintains well-organized calendar system for assigned organizational unit or program area.
2. Schedules appointments according to instructions from staff members or applicable procedures and notifies appropriate parties of any appointment changes.
3. Schedules meetings and conferences as instructed.
4. Reminds staff of appointments, meetings and conferences in a timely manner.
5. Arranges for necessary facilities, equipment and travel plans as instructed. Notifies staff of arrangements and particulars in a timely, accurate manner.
Monitors use of and maintains supplies, equipment and/or facilities for assigned work unit or program area. (Performed by some incumbents)
1. Monitors office supplies, equipment and/or facility maintenance needs adequately, on a timely basis.
2. Orders supplies or equipment according to established policies and procedures and in a timely manner, to meet needs of assigned unit or program area.
3. Prepares necessary documentation to obtain supplies, equipment and/or facilities maintenance services and forwards to appropriate personnel for signature or authorization.
4. Obtains bids for needed goods and services according to applicable policies and procedures.
5. Compares for verification purposes, documents such as purchase orders, invoices or shipping tickets with goods received and notifies appropriate personnel of any discrepancies.
6. Monitors vendor compliance with contracts and notifies appropriate personnel of vendor performance.
7. Maintains office equipment in a timely manner. Performs minor repairs or coordinates service of equipment.
Attends seminars, conferences, job-related training, and/or other staff development training programs. Reads pertinent work-related information and materials (e.g., policy and procedure revisions) as assigned. May serve on committees and task forces. (Performed by all incumbents)
1. Attends department, division, or other staff development and training activities to maintain the knowledge and skills necessary to perform the job effectively and efficiently.
2. Reads assigned information and materials to stay current and maintain knowledge necessary to perform the job effectively and efficiently.
3. Serves on various committees and task forces as assigned, carrying out the responsibilities associated with such assignments.
Supervises support staff. Creates and maintains a high performance environment characterized by positive leadership and a strong team orientation. (Performed by some incumbents)
1. Defines goals and/or required results at beginning of performance period and gains acceptance of ideas by creating a shared vision.
2. Communicates regularly with staff on progress toward defined goals and/or required results; providing specific feedback and initiating corrective action when defined goals and/or results are not met.
3. Confers regularly with staff to review employee relations climate, specific problem areas and actions necessary for improvement.
4. Evaluates employees at scheduled intervals; obtains and considers all relevant information in evaluations and supports staff by giving praise and constructive criticism.
5. Recognizes contributions and celebrates accomplishments.
6. Motivates staff to improve quantity and quality of work performed and provides training and development opportunities as appropriate.

Sample Technical Competencies:

Computer skills
Ability to maintain routine clerical records
Ability to maintain and update filing, inventory and mailing system
Ability to perform basic bookkeeping and banking transactions
Ability to prepare all related reports

Entry Qualifications:

High school diploma or GED and one year of related experience OR One year of vocational/ technical school or college education OR One year at the lower level or at an equivalent position

Preferred Qualifications:

No preferred qualifications information is available.

Career Development Levels:

GSS032 - SS: Clerk (AL)
GSS033 - SS: Clerk (SP)
Job description information is extracted daily from the official Phoenix HRMS Job Code database. Problems in conversion may cause formatting errors in some job descriptions.

The information presented, while not an exact or exhaustive listing, describes the work, performance standards, and qualifications typically required of positions or employees in this job. A specific position description or employee performance plan may differ as long as it is consistent with the core Responsibilities, Standards and Qualifications of that job.
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