Basic Purpose

Positions in this job family are assigned duties and responsibilities involving document production and management through a variety of manual or technological processes. This may include preparing correspondence, reports or other documents, maintaining various filing systems, including computer records of various activities, reviewing and processing applications for permits or licenses, assisting agency customers with inquiries or problems concerning an assigned program area, processing various types of claims, requisitions, purchase orders and invoices for payment, and similar duties.

Typical Functions

• Maintains a variety of records such as perpetual inventories of supplies and materials, and statements of expenditures; reconciles departmental records with central records; prepares correspondence, forms and reports.
• Initiates and handles correspondence relating to a special field or program in regards to agency or program rules, policies, procedures, or requirements.
• Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data.
• Produces documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create complex presentations.
• Enters and retrieves information using personal computer or other data processing equipment, and receives and reviews coded and uncoded source documents; proofs previously entered data and makes routine corrections.
• Examines, checks, and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and follows up on discrepancies.
• Maintains an inventory of equipment and supplies used in office or shop operations; receives or delivers materials and equipment.
• Supervises staff and activities involved in the performance of specialized or technical work, which involves the exercise of independent judgment; develops operational procedures and trains staff.
• Reviews and processes claims from vendors, contractors, medical providers and others for reimbursement or payment under various state programs.
• Assists customers in securing needed information and documents; conducts interviews to obtain information from clients; provides transportation or other assistance to clients as required.

Level Descriptor

This is the specialist level where employees will independently perform most complex and technical duties, such as preparing presentations through manipulation of data, or preparing documents for audits or special reports. Some responsibility may be assigned for the functional supervision of other employees on a limited basis.

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills and Abilities required at this level include knowledge of office methods and procedures; of grammar, punctuation and spelling; of mathematics; of preparing and interpreting charts and graphs; of basic bookkeeping procedures; of inventory techniques; of telephone procedures; of standard business communications; and of current office technologies.

Skill is required to operate office machines including computers.

Ability is required to follow oral and written instructions; to establish and maintain effective working relationships with others; to establish and maintain filing systems; and to prepare documents, reports, and files for dissemination to external sources.

Education and Experience

Education and Experience requirements at this level consist of two years of clerical office experience; or an equivalent combination of education and experience.

Special Requirements

Some positions may require skill in typing accurately from plain copy at a rate of forty words per minute.