Clerk II

POSITION SUMMARY

Under general supervision, performs a variety of complex clerical duties according to established policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Act as a receptionist in greeting and directing the public.
• Answer inquiries both in person and by telephone requiring knowledge of departmental rules and regulations.
• Assist in ordering and maintaining supplies; distribute as needed.
• Assist in preparing financial or bookkeeping records.
• Calculate monetary charges, make change, tabulate and balance funds.
• Check records and reports for accuracy and correct errors.
• Compile statistical data and prepare program/department reports.
• Create and maintain program/department forms, documents and policy and procedure manuals.
• Create, utilize, and update email and fax groups.
• Make appointments and prepare schedule, including completing and mailing appointment letters or reminder cards, receives appointment cancellations and attempts to find replacements.
• Prepare correspondence, records, forms, reports and other correspondence.
• Receive and record complaints.
• Receives copies of referrals from referral sources and assists with follow-up arrangements as indicated.
• Sort material for filing and maintain files in proper order.
• Verify list serves and contact information.
• Word processing and creation of data bases for materials distribution.
• Create pamphlets, displays, posters, social media posts, etc. for the promotion of a department program or service.
• Distribute program material and promote program services in a private or public setting such as medical facilities, community events, health events, and other public locations.
• Mandatory participation in orientation and training for basic public health emergency preparedness and response concepts.
• Other duties as assigned.

• Graduation from an accredited high school (GED acceptable) supplemented by technical training, college coursework and/or certification in a business, legal or office administration field required; Associate's degree preferred.
• Verifiable equivalent professional work experience in a business, legal or office administration field may substitute for education.
• One to three years of responsible professional level work experience in a business office setting required.
• Willingness to pursue additional training.
• Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.
• Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.
• Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly; communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

• Ability to demonstrate predictable, reliable, and timely attendance.
• Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.
• Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.
• Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.
• Ability to use discretion and maintain sensitive and confidential information.
• Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.
• Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.
• Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.
• Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required. Proficiency may be tested.

• Prior to starting employment, the candidate must complete a satisfactory background check. The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
• Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.
• Required to report to duty when called upon in the event of a Public Health Emergency regardless of declaration.

• Speak to others to convey information effectively.
• Read, interpret and understand procedures, rules, technical information, instructions and manuals.
• Hear and understand information presented through spoken words and sentences.
• Specific vision requirement includes close vision, distance vision, color and depth perception.
• Use hands to operate a computer, handle materials and operate equipment.
• Push or pull carts, reach with hands and arms forward, above and below shoulder level.
• Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.
• Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.
• Stand and walk, climb stairs.
• Generally works in a normal office environment.
• The noise level in the work environment is moderate with many interruptions.
• May be required to travel to multiple locations.
• Due to the nature of the work hours may include overtime, evenings or weekends.
• Position may require occasional travel to various County departments and community events.