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About the Role

Provides advanced level customer service and complex administrative support to internal or external customers, contributing to efficient office operations. Requires a thorough understanding of department programs and procedures, with the ability to exercise independent judgment on non-routine matters.

Responsibilities

• Provides customer service and/or reception support to internal and external customers.
• Provides information to the public or other employees by phone or in person to ensure compliance and an understanding of agency rules, regulations, or functions.
• Listens to questions and explains procedures according to agency guidelines or refers clients to appropriate source.
• Greets visitors and directs them to the proper person or section.
• Responds to routine inquiries by phone or face to face.
• Fulfills requests for publications or office supplies.
• Makes necessary arrangements for travel and prepares travel vouchers for staff.
• Performs counter work.
• Receives and processes a variety of forms and applications, determining regulatory or procedural compliance.
• Computes or verifies data, fees or payments.
• Assists in the completion of forms or documents.
• Researches governing directives to answer questions and resolve routine problems encountered.
• Provides information and explains departmental procedures in response to questions raised by the public served.
• Issues documents such as licenses, permits, registrations and receipts.
• Uses computer software applications and equipment to prepare and complete forms, memos, reports, text and correspondence for managers or supervisors from rough draft, dictation equipment, handwritten copy or oral instruction.
• Operates complex equipment and office machinery which may include computer PC applications, printers, programmable typewriters, electronic transcribers, facsimile machines and other data entry machines.
• Serves as department liaison with service and vendor personnel when problems occur.
• Reconciles routine problems by consulting technical manuals.
• Maintains databases for tracking departmental/program information and produces complex reports from database as required and necessary.
• Uses spreadsheets to track, analyze and report quantitative information.
• Creates templates, spreadsheets, macros, presentation materials, slides, charts and graphics using various computer applications.
• Organizes and maintains subject matter files and records and retrieves information, files, documents and records as needed.
• Assures that record disposition schedules are adhered to and that files are kept orderly and current.
• Originates procedural correspondence such as letters of transmittal, routine notices, and responses to requests for information which are readily available by reference to office records.
• Processes requisitions and vouchers received through departmental business transactions.
• Places orders from requisitions and validates payments received.
• Performs timekeeping functions for work unit of department, i.e., completes time records, computes time worked and posts to master timesheet.
• Maintains leave status records and monitors and analyzes leave records.
• Maintains simple bookkeeping, financial and statistical records where no technical accounting knowledge is required.
• Receives, receipts and calculates various payments, fees and fines.
• Makes proper distribution and manually records entries or codes incoming material for automated data entry or further clerical processing.
• Takes minutes at meetings.
• Performs follow-up clerical procedures between meetings and groups.
• Assists in specially assigned or periodic data searches to develop or recover information from standard and non-standard sources.
• Assists in the compliance and evaluation of such data to meet defined objectives.
• Orders, maintains and distributes stocks, supplies and inventories.
• Conducts related price surveys when required.
• Coordinates and organizes meetings, activities and functions.
• Sets up rooms and equipment when required.
• Interprets program procedures and guidelines, facilitates operations, or assists in the training of staff.
• Processes a variety of moderately difficult to complex paperwork including expense reports, petty cash requests, purchase orders, invoices, etc.
• Assists in developing general office procedures and processes.
• Performs related duties as required.

Requirements

• Two years of experience, with limited task supervision, emphasizing or including intensive public contact, customer service, interpretation and explanation of regulations and involving general office work processes and use of modern office technology.
• Must be able to type at a rate of no less than 55 words per minute.
• May be required to possess or obtain a valid motor vehicle operator’s license.
• Other combinations of education or experience, which would demonstrate the ability to perform the work, will be considered.
• Some positions require or prefer certain bilingual skills.

Skills

• General office procedures and practices of the specialized functions, policies, and procedures of the work unit.
• Spelling, capitalization, punctuation and rules of grammar.
• Formats and clerical procedures used in performing the work.
• Filing and record-keeping procedures.
• Applicable laws, county codes, ordinances, and policies governing the work of the department and assignment.
• Business English.
• PC computer applications such as word processing, spreadsheets and data bases.
• Basic bookkeeping and/or cashiering methods and practices as required by the position.
• Operate standard office equipment such as computer software applications, telephones, facsimile machines, copy machines.
• Apply sound judgment in making decisions independently in accordance with established policies, procedures, and regulations.
• Effectively maintain harmonious relationships with customers, including co-workers.
• Diffuse difficult or highly charged situations.
• Follow oral and written instructions.
• Communicate effectively orally and in writing.
• Learn assigned clerical, typing and/or stenographic tasks readily.
• Adhere to prescribed office routines.
• Establish and maintain harmonious working relationships with other employees and the general public.
• Maintain a neat personal appearance and courteous attitude toward the public and fellow employees, even under stressful and unpleasant situations.
• Sit or stand for long periods of time while performing routine and repetitive functions.
• Computer software skills.
• Prepare and complete forms, memos, reports, text and correspondence.
• Operate complex equipment and office machinery.
• Maintain databases for tracking departmental/program information.
• Produce complex reports from database.
• Use spreadsheets to track, analyze and report quantitative information.
• Create templates, spreadsheets, macros, presentation materials, slides, charts and graphics.
• Organize and maintain subject matter files and records.
• Retrieve information, files, documents and records.
• Originate procedural correspondence.
• Process requisitions and vouchers.
• Place orders from requisitions and validate payments.
• Perform timekeeping functions.
• Maintain leave status records.
• Monitor and analyze leave records.
• Maintain simple bookkeeping, financial and statistical records.
• Receive, receipt and calculate various payments, fees and fines.
• Manually record entries or code incoming material for automated data entry or further clerical processing.
• Take minutes at meetings.
• Perform follow-up clerical procedures.
• Assist in data searches.
• Assist in compliance and evaluation of data.
• Order, maintain and distribute stocks, supplies and inventories.
• Conduct price surveys.
• Coordinate and organize meetings, activities and functions.
• Set up rooms and equipment.
• Interpret program procedures and guidelines.
• Facilitate operations.
• Assist in the training of staff.
• Process paperwork including expense reports, petty cash requests, purchase orders, invoices, etc.
• Assist in developing general office procedures and processes.

Location

• Office setting

Work Type

• Full-time

Experience Level

• Advanced level
• Two years of experience

Salary/Compensations

• $23.77 - $30.90 per hour

Benefits

• Medical, vision and dental insurance
• Paid leave
• Flexible spending accounts
• Life insurance
• Long-term disability
• Retirement
• Deferred compensation
• WASHINGTON STATE RETIREMENT SYSTEM PLAN (PERS, PSERS or LEOFF)

About the Company

• Clark County is an equal opportunity employer committed to providing equal opportunity in employment, access, and delivery of all county services.

Equal Opportunity

• Clark County is an equal opportunity employer committed to providing equal opportunity in employment, access, and delivery of all county services. Clark County’s Equal Employment Opportunity Plan is available at http://www.clark.wa.gov/human-resources/documents.