Clerk 3 (Law)

Under general supervision performs work of moderate difficulty in a variety of clerical activities which require the utilization of independent judgment in the interpretation and explanation of complex policies, procedures, rules and regulations governing several City programs and services; coordinates clerical activities in assigned area; performs related work as required.

• Prepares, processes, and maintains a variety of complex records, reports and files pertaining to City or departmental personnel and/or operations.
• Provides information and assistance to employees and/or the public, either in person or over the telephone, regarding functions and/or procedures of the Section, Division or Department.
• Composes and/or types correspondence, statistical reports, legal documents, and other materials which may require independent judgment in conducting research, compiling information, determining accuracy, proper form, and arrangement of complicated materials.
• Operates computer to prepare documents and extract information.
• Transcribes from machine dictation or handwritten copy.
• Maintains library associated with assigned work area.
• As lead worker, may plan/assign work, and provide technical assistance and/or training to new or temporary employees and/or lower-level clerical staff.
• May assist employees and/or the public in the preparation of various forms and/or verify that paperwork and information provided is accurate, timely and forwarded to all appropriate parties.
• May schedule and re-schedule appointments as necessary, adhering to any time limits as required by law.
• May maintain attendance log with individuals participating in conferences and coordinate people and paper flow to ensure an orderly, efficient and smoothly run schedule.
• Performs other related clerical functions such as making copies, sorting, filing, preparing mailings, scheduling appointments, taking messages, and assisting in special projects.
• Operates microfiche, calculator and other related office equipment as required.

Knowledge of:

• Modern office procedures, practices and equipment.
• Business English, grammar, punctuation, spelling, and capitalization
• Personal computer operations and the use of Microsoft Office software
• Numerical and alphabetical record locating/filing systems
• Basic mathematics
• Departmental rules, regulations and procedures governing assigned work
• Some provisions of employee bargaining unit agreements.
• Some functions of other City divisions and departments.

Skill in:

• Maintaining records and in preparing routine reports
• Following established procedures
• Verifying of alpha/numerical information
• Use of a personal computer and other related office equipment
• Verbal and written communication
• Dealing with the public
• Receiving and making change with accuracy and speed
• Reading and understanding job related documents
• Maintaining confidentiality of information and materials

Ability to:

• Work with individuals of diverse backgrounds.
• Establish and maintain effective working relationships with subordinates, peers, superiors, vendor representatives and clients.
• Coordinate people and paper flow to ensure efficient and smooth office operations. 
• Interpret standard departmental policies and procedures.
• Utilize independent judgement to effectively perform assigned work.
• Understand and follow verbal and written instructions.
• Prepare and/or maintain a variety of office records or reports.

The physical demands described within this job description must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

In this position, the employee will continuously stand, walk, and sit. The employee will frequently lift and carry up to 25 pounds. Frequent stooping, kneeling, twisting, and crouching may occur with this position. Speaking and listening are constant essential functions of this position.

The work environment described within this job description will be encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is continuously indoors. The noise level in the work environment is usually low; however, occasional moderate background noise can occur.