This position is located within the organizational structure listed on the attached cover sheet (AD-332). The Clerk performs a variety of clerical and administrative duties which are auxiliary to the work of the organization.




-Incumbent may be assigned typing duties, dependent on typing skill, such as typing letters in final form using typewriter or personal computer, completion of forms, reports.


-Receives visitors and phone calls. Determines the nature of the visit or call, and directs caller to appropriate staff member. Personally responds to inquiries about routine or procedural matters.


-Composes routine correspondence (such as replies to request for general information, or similar communications in which the content and format can be based on previous responses or existing model). Prepares correspondence in final form with responsibility for content, grammar, format, spelling, arrangement, and related clerical matters.


-Establishes and maintains office filing systems covering varied subject matter. Receives and files changes to publications, handbooks, etc. As necessary, codes and cross-references documents added to files, and establishes new file headings. Screens and searches files for misplaced documents. Disposes of out-to-date or obsolete files in accordance with established records disposition schedules.


-Performs records maintenance tasks, such as posting and extracting data to and from logbooks, maintaining records of transactions, and compiling data in accordance with instructions.


-Performs other general clerical tasks in support of the technical, administrative, or management work of the office. Such tasks may include one or more of the following: requisitioning office supplies, equipment, publications, and maintenance services; receiving time reporting forms from staff members and reviewing for procedural accuracy; performing the duties of office timekeeper or backup timekeeper; receiving, screening, distributing office mail and other incoming documents; reviewing and verifying routine information reported on standard document submitted to the organization; photocopying, collating and assembling documents.



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, capitalization, and punctuation needed to type a variety of material from handwritten documents.


-Knowledge of all applicable instructions, handbook requirements, office terminology, and policies pertaining to preparation of correspondence and other written material, and performance of other clerical functions (such as filing, timekeeping, requisitioning of office supplies, completing travel and other forms, etc.)


-Knowledge of basic office functions to perform standardized word processing duties (e.g., create, copy, edit, store, retrieve and print documents), receipt and transmittal of electronic mail, etc.


-Skill in operating office machines, such as duplicating equipment, printers, and calculators



Factor 2 Supervisory Controls


Incumbent receives general guidance from the supervisor, who makes assignments by defining objectives, priorities and deadlines, and provides assistance on unusual problems lacking clear precedents. The incumbent independently plans and adjust work to meet the requirements of the serviced units. Work is reviewed upon completion for technical accuracy and compliance with instructions and/or established procedures.



Factor 3 Guidelines


Guidelines include standing oral instructions as well as written instructions and manuals covering procedure [aspects of work assignments (e.g., agency correspondence procedures, style manuals, sample work products and word processing software instructions). Incumbent must use judgment to locate, select and apply the most appropriate set of instructions from a variety of available alternatives. Situations involving significant deviations from established guides or lack of existing guides are referred to the supervisor.



Factor 4 Complexity


Duties consist of a series of numerous procedural and substantive steps which vary in nature and sequence because of the particular characteristics of each case or transaction. Incumbent must recognize differences in existing procedures and choose the most appropriate alternative. Incumbent is also expected to recognize and resolve procedural discrepancies related to the work assignment (such as missing information, in consistent data, improper formatting, errors in spelling or punctuation.).



Factor 5 Scope and Effect


Incumbent provides a variety of clerical services, thus facilitating the work of the ____________. The work is performed in accordance with established rules, regulations, procedures and clerical practices. The work affects the way in which the office accomplishes its assigned functions.





Factor 6 Personal Contacts


Contacts are with employees of the immediate office and members of the serviced clientele and/or general public



Factor 7 Purpose of Contacts


Contacts are for such purposes as exchanging information about work assignments and methods for completing the work.



Factor 8 Physical Demands


The work is generally sedentary, with some walking, bending and carrying of light items such as papers and books.



Factor 9 Work Environment


The work is performed in an office setting, with adequate lighting and ventilation and minimal safety risks.