Summary
Indiana University of Pennsylvania (IUP) seeks to hire a Clerk 2 for The Department of Information Technology – User Services. The Clerk 2 position will perform clerical and secretarial support duties. This is a temporary three year assignment. When the temporary assignment ends, the successful candidate will have rights to another position within AFSCME bargaining unit.
An employee in this class performs a variety of document processing activities including the verification of information, arithmetic calculations, coding, and assisting the public in completing governmental forms. Duties involve the responsibility for a significant aspect of a work process, an involved single office activity which is production or control oriented, or other multiple activities which are comparable in scope and complexity. Work may involve providing training and guidance to new employees and fulfilling a lead worker function for routine clerical operations. Work is subject to periodic changes in operating procedures and requires some adaptability to shifts in work schedule. Employees work with considerable independence within standard operating procedure, however, detailed supervisory guidance and review is received for new or unusual situations and changes in operating procedures and policies.
Examples of duties:
Maintains alphabetic, numerical, chronological, and similar files by inserting and/or retrieving documents, preparing new file folder, preparing index cards, cross-indexing, and posting and updating file contents.
Establishes, reorganizes, or combines filing systems when new files are to be set up or old files revised due to inadequacies of the old system, shifts in the priority of documents, additional storage requirements, etc.
Searches files contents to retrieve hard-to-locate documents, forms, records, etc. when the document cannot be located using the normal method of file organization and must be examined for probable locations based on secondary indexing procedures.
Functions as a lead worker by distributing and interpreting work assignments, providing assistance, conducting on-the-job training, and reviewing the work of the unit for adherence to processing standards.
Maintains control documents such as records and logs by writing or posting pertinent information about data individuals, or materials onto the document to reflect the disposition, amounts, results, production, time, organization, status, transaction, or other details.
Performs arithmetic computations to arrive at numerical results such as penalty and interest charges.
Proofreads typed materials to insure the transfer of information is grammatically and typographically correct, complete, and adheres to agency rules and regulations.
Composes memoranda in reply to requests or questions on the work process or related information.
Assigns code numbers to financial and budgetary forms, documents, and records to identify or categorize the receipt or disbursement of funds and grants.
Examines mail to determine the most feasible and economical method of mailing and classifies accordingly.
Prepares the necessary forms to insure mails will receive special care.
Registers, certifies, and insures outgoing mail according to postal regulations.
Operates a telephone call director or console with the capability of multiple line switching to receive incoming calls, provide organization and location information, transfer calls, and place outgoing calls.
Operates office and mail processing machines such as, adding machine, calculator, sorter, addressograph, envelope stuffing machine, and labeling machine under conditions of work which don’t require any prior familiarity in use.
Performs related work as required.
- The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Position Qualifications
Required Knowledge, Skills, and Abilities
Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of simple sentence structures, one and two syllable words, and punctuation marks for word, number, and sentence separation.
Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
Knowledge of the techniques applied in using the English dictionary.
Knowledge of standard office procedures and practices such as the types, organization, and use of standard office files, logs, forms, and letter formats.
- Knowledge of intermediate arithmetic which involves calculations similar to adding and subtracting common fractions; and multiplying and dividing by two or more digits, whole numbers, or decimal multipliers and divisors.
Ability to understand and follow oral and written instructions which explain multifaceted procedures.
Ability to perform within processing procedures which involve an understanding of multiple aspects and application of varied standards.
Ability to proofread information for conformance with a prescribed pattern or form, to assure the adherence to clerical office method, or for compliance with specific administrative or procedural rules.
Ability to transfer information and present in a modified form according to rules and procedures.
Ability to collect and organize material for reports by determining what available information should by included and presenting the information in a prescribed, organized format.
Ability to compose straightforward, informational correspondence such as transmittals or acknowledgements in reply to request or questions on the work process or related information.
Ability to perform basic arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by one digit whole number or decimal multipliers and divisors.
Ability to instruct and advise clerical employees on the methods and procedures used in the work unit.
Ability to organize work and develop effective work methods in an area which involves variable phases of different techniques and procedures.
Ability to make duty oriented decisions on the basis of well defined standards and precedents. Ability to operate office and mail processing machines such as the adding machine, photo-copier, postage meter, and addressograph.
Sufficient physical dexterity to allow performance of clerical work such as filing, sorting papers, opening mail, and the unskilled operation of office machines.
- Special selection criteria based upon the nature of the position.
Minimum Education and Training
Six months as a Clerk 1 and educational development to the level of the eighth grade; or
Completion of a high school business curriculum; or
Any equivalent experience and/or training which provided the required knowledge and abilities.
Essential Functions
The work of this position occurs in a typical office environment. Although infrequent, periods of heavy exertion may occur. Incumbent must have the following abilities:
Ability to travel to field locations and meeting/training sites by motor vehicle when required.
Communicate both orally and in writing to issue, receive and carry out instructions and orders effectively and to convey information to a variety of co-workers and the general public
Use a variety of common office machines such as telephones, calculators, copiers, computer terminals, keyboards, video display terminals, auxiliary printers and similar equipment.
Employee must be able to observe and react to hazard warnings, backup alarms, flashing lights, voice commands and hand signals.
Perform manual duties such as lifting and carrying up to 50 pounds.
Operate office equipment which may require stooping, kneeling, bending, stretching and prolonged standing.
Wear all types of personal protective equipment including hard hat, hearing and eye protection, glove and respirators.
Provide assistance and guidance to internal and external customers.
Follow oral and written instructions.
Special Instructions to Applicants
This position notifies:
1. Any part-time Clerk 2 employee of an opportunity to submit a bid for full-time status; or
2. If no seniority bids are received, all other applicants, including laterals, will then be considered. Committed to career development of our employees, qualified IUP employee applicants will be given first preference for interviews before external candidates.
Employees in their probationary period will only be considered for seniority bidding. All other IUP employees in their probationary period will not be given consideration for interviews.
Bidders can submit their interest in this position by replying to supplemental questions on the online job application within 15 days. Bidders are not required to submit a cover letter or resume.
Bid forms must be received no later than May 19, 2016. You will receive a confirmation email when your bid has been successfully submitted.
Please do not fax, mail or e-mail any documentation.
Committed to excellence through diversity, IUP is an equal opportunity employer M/F/H/V and is a proud member of the State System of Higher Education.
SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job change. By signing below I am indicating I have read and concur with the above description of my job.
Employee Acknowledgement Signature: ___________________________
Supervisor Review Date and Signature: ___________________________
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