Job Title:Administrative Clerk

Semcac

Job Description

Job Title:Administrative Clerk

Department:Administration

Reports To:Fiscal Director

FLSA Status:Non-exempt

Prepared By:Diane Weigel/Sherryl Brunner/ Chuck Roamer

Prepared Date:6/26/98/Rev 6/28/2012/Rev 3/20/13, 3/2015

Approved By:Nancy Runningen/Pat Georgens

Approved Date:5/7/1999, 6/28/2012, 3/26/2013, 3/2015

SUMMARY

Operates multiline telephone system, compiles, maintains and inputs computerized records of business transactions and general office activities by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department. Answers questions about organization and provides caller with address, directions, and other information.

Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel. Distributes program application packets as appropriate, gathers information from clients and prepares information packets as needed.

Responsible to punctually un-lock and lock main office building doors and maintains knowledge of daily office schedules and calendars.

Daily retrieves, sorts and distributes incoming mail, prepares outgoing mail using computerized postage machine.

Maintain office supply pricing lists, maintain and order supply inventory, as well as distribute office supplies and business cards to appropriate program.

Coordinate maintenance of agency vehicles and office buildings under the direction of the Fiscal Director.

Assists in preparation and mails out receipts and accounts payable checks weekly.

Copies data and compiles records and reports as assigned.

Operates and maintains office machines such as computer, multi-line telephone system, typewriter, postage machine, printing, copying, scanning, fax machines and paper shredders. May assist and train others in the proper use and maintenance of these office machines.

Maintains list of copier, telephone codes and numbers to be utilized by program staff.

Assist accounting department with filing, shredding, file label creation and maintenance of vendor files.

Assist other departments with other projects as assigned.

Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED) plus specific requirements or certificate and one year related experience and/or training; or equivalent combination of education and experience. Excel and Word experience needed.

LANGUAGE SKILLS

Ability to read safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports correspondence. Ability to effectively communicate information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized

situations.

ACCOUNTABILITY

The employee in this position will be expected to have a pleasant demeanor, a positive attitude, and a team commitment. The employee must be willing to engage in professional development efforts as available for the position and as requested by their supervisor. The employee in this position is accountable to the Fiscal Director for completion of assignments, high standards of accuracy, attention to detail and timely completion of assignments and tasks.

CERTIFICATES, LICENSES, REGISTRATIONS

Current Driver’s License

PHYSICAL DEMANDS

The physical demands described here are representative of those that 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.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand, sit, and reach with hands and arms. The employee is occasionally required to walk and stoop, kneel, crouch, or crawl. The employee must routinely lift 10-20 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, outside weather conditions, and risk of electrical shock. The noise level in the work environment is usually moderate.

THIS JOB DESCRIPTION IS NOT INTENDED TO BE ALL INCLUSIVE, AND THE ADMINISTRATIVE CLERK WILL ALSO PERFORM OTHER RELATED DUTIES AS ASSIGNED.

SEMCAC RESERVES THE RIGHT TO REVISE OR CHANGE JOB DUTIES AND RESPONSIBILITIES AS THE NEED ARISES. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

SEMCAC IS AN EQUAL OPPORTUNITY EMPLOYER.