The incumbent of this position is a participant in the Worker-Trainee program, and as such, performs clerical functions in support of the higher graded staff in the Branch or Division to which assigned. The duties of this position are designed to provide an opportunity for the incumbent to improve their office skills under the direction of the supervisor and/or mentor. The incumbent is expected to demonstrate willingness and ability to develop skills while assisting in carrying out the mission of the office.
Clerical support duties are varied depending upon organization needs. Duties may include any combination or all of the following:
Receiving visitors and phone calls. Determining nature of the visit or call and directs to appropriate staff member. Personally responding to inquiries about routine or procedural matters.
Composing routine correspondence, such as replies to requests for general information, or completion of standard form letters. Responsible for content, grammar, spelling and conformance to established HUD format.
Establishing and maintaining office filing systems covering varied subject matter. Receiving and filing changes to publications, handbooks, etc. As necessary, coding and cross-referencing documents added to files, and establishing new file headings. Screening and searching files for misplaced documents. Disposing of out-of-date or obsolete files in accordance with established records disposition schedules.
Making travel arrangements for staff members, ensuring that all requisite paperwork is prepared, signed and in accordance with regulatory procedures.
Performing the duties of office timekeeper or backup timekeeper, including receiving time reporting forms from staff, reviewing for procedural accuracy, entering information in automated time keeping program, and maintaining official time and attendance files.
Arranging conferences and meetings, which includes scheduling space, preparation of materials, notification of participants, greeting and signing in guests, etc.
Dependent upon skill level, performing typing and data entry duties, such as typing letters in final form, logging incoming correspondence and applications, performing calculations, completing forms, preparing, retrieving and updating standard reports, maintaining tracking systems, etc. using personal computers with standard office software and HUD-specific programs.
Performing other related duties as assigned, including copying, collating and assembling documents, opening and distributing mail, requisitioning office supplies and service calls for office machines, serving as backup for other office support staff, and assisting on special projects.
FACTOR 1 – Knowledge Required By The Position
Knowledge of the flow of work and organizational functions and procedures sufficient to receive and refer phone calls and visitors, provide general information, screen and distribute mail, and classify and retrieve file material.
Knowledge of grammar, spelling, punctuation, and capitalization to perform typing and proof-reading tasks needed to prepare and review a variety of documents.
Knowledge of all applicable instructions, handbook requirements, office terminology and policies pertaining to preparation of correspondence, filing, timekeeping, completing travel and other forms, etc.
Knowledge of basic office automation functions to perform standard word processing and data entry and retrieval duties and receipt and transmittal of electronic mail, etc.
Skill in operating standard office equipment, such as facsimile machines, photocopiers, calculators, etc.
FACTOR 2 – Supervisory Controls
The supervisor makes assignments and advises incumbent of changes or revisions in procedures. The incumbent is to seek guidance on problems or unfamiliar situations. Work is reviewed for completeness and adherence to instructions and procedures.
FACTOR 3 – Guidelines
Procedures for doing the work have been established and a number of specific guidelines are available.
The number and similarity of guidelines and work situations require the incumbent to use judgment in locating and selecting the most appropriate guidelines, references, and procedures.
FACTOR 4 – Complexity
The work involves related steps, processes or methods. The decision regarding what needs to be done involves various choices, requiring the incumbent to choose from among a variety of options.
FACTOR 5 – Scope and Effect
The purpose of the work is to support the substantive clerical and administrative functions of the office. Performance of assigned work contributes to the efficiency of the daily operation of the office.
FACTOR 6 – Personal Contacts
Contacts are with office staff, HUD clients, agents, agency personnel and outside organizations. Contacts may be by phone or in person in a structured setting.
FACTOR 7 – Purpose of Contacts
Contacts are for the purpose of exchanging information and receiving instructions.
FACTOR 8 – Physical Demands
The work is sedentary in nature. However, there may be some walking, standing, bending, lifting and carrying of light items such as papers, books, manuals, file boxes, etc. No special physical demands are required to perform these duties.
FACTOR 9 – Work Environment
The work is performed in a typical office setting, with adequate lighting and ventilation and minimal safety risks.