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City of San Marino
Clerk TypistII
Class Concept
GENERAL PURPOSE
Under direct supervision of the Finance DirectorCommunity Services Director or Division Manager, the Clerk Typist II performs a wide variety of complex e clerical duties including answering the telephone and routes telephone calls and takes messages; assists with inter-office mail; providingroutineinformationto the public, typing correspondence and reports, data collection and input, processing business licenses and permitsprogram registrations or refunds; and related work as assigned.
DISTINGUISHING CHARACTERISTICS
This is the journey level in the clerk classification series and is characterized by the performance of a variety of morecomplex dutieswithinaframework of establishedprocedures andwithoccasional instruction and assistance. This class provides customer services for business license applicants and processes licenses and permit application.registration into programs and services, including refunds, transfers, and reservations.
Essential Functions
The duties, skills, and 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 a disability to perform the essential duties, skills, and demands.
Duties:
Receives the public in-person and via main line phone calls, andcalls and answers questionsprovides customer service transactions for regarding business licenses and permit applicationsregistrations, reservations, refunds, and transfers; issues licenses, permits, and receipts; collects information and material required for the issuance of business licenses.collects and inputs household contact information into registration software.
Receives and processes information pertaining to licensing, permits, or other City functions; receives and records fees for building permits and other City charges; reviews and checks records, forms and other documents for accuracy, completeness and conformance to rules and regulations.
Provides information on user fees and regulations to applicants; assists applicants customers in completing forms; assists applicants customers to on coordination e with other City departments as needed; creates digital customer application service files; enters application registration data into computer and manual filing systems; compiles and maintains accurate records.
Performs basic arithmetic calculations, calculating totals and sub-totals; prepares invoices by transferring data, records receipt of payment; and pursues collection of outstanding invoices through legal means; completes standard forms, andforms and maintains logs of processed material.
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Operatesavarietyofofficeequipmentincludingacomputer,typewriter, copier,calculator,andfacsimile machine; utilizes various computer applications and specialized software packages. • Orders office supplies and maintains supply levels adequate to support monthly operations. • Compiles and posts various operational / internal announcements, including signage as needed. • Performs data entry and quarries for reports and department dashboard reports. • Maintains department/division calendars; Inputs program information onto operational calendars. • Maintains literatures racks and bulletin boards; prints flyers and handouts as needed. • Serves as Human Resources Liaison for the Recreation Division ans/or Department. • Compiles CalCard statements; gathers and organizes receipts from Cardholders; transcribes information onto statement.
• Inputs Volunteer Application information into database. • Assists with Advisory Body meeting preparation and transcription of minutes. • Codes invoices and forwards to Management Analyst or appropriate staff; receive, code, scan, and file invoices.
• Reconciles change box daily and/or weekly as directed; ensures secondary verification of change box balance.
• Scan checks from previous daily deposit.
• Prepares daily and/or weekly deposits.
• Assists with management of TV monitor weekly display schedule. • Prepares or assists in the preparation for meetings, training classes, and special events, including scheduling, making room arrangements, notifying participants and distributing materials; • Enters program information into CivicRec registration software as developed by Program Staff. • Prints and disseminates Advisory Body meeting packets. • Monitors, tracks, and reports list of department/division media mentions, articles, and photos, in all local print media/newspapers.
• Assists with proofreading of department’s quarterly publication and/or other public program information.
• Assists in maintaining department/division webpages for accurate and time sensitive content updates and revisions.
• Assists with monitoring the Recreation Division general email box and responds as directed. • May need to work special events, to include nights and weekends.
Performs related duties as assigned.
Qualifications
Any combination of education and experience that provides the required knowledge, skills and abilities to perform the essential job duties of the position is qualifying.
Knowledge, Skills and Abilities:
Knowledge of
General office methods and procedures; correct business English usage, spelling, grammar, and punctuation. Modern office practices, procedures and office equipment operation.
Basic arithmetic, numeric and alphabetical filing systems; data processing systems and applications Skills/Abilities
Communicate clearly, pleasantly, and concisely, both orally and in writing; understand and follow oral and written directions.
Deal tactfully and courteously with internal and external customers; maintain confidentiality of sensitive information and data.
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Type accurately at a rate of 40 words per minute or at a speed necessary for successful job performance; maintain accurate records; operate a computer and utilize a variety of software programs.
Use and edit correct English grammar, punctuation, and spelling.
Establish and maintain effective working relationships with the public and those contacted in the course of the work.
Education and Experience:
Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:
Education
Graduation from high school, or equivalent (G.E.D. or California Proficiency Certificate).
E xperience
One year of experience as a receptionist or clerk typist involving frequent contact with the public.
Experience in a municipal government agency is preferred but not mandatory.
Licenses/Certificates
Possession of a valid California Class C driver's license.
Physical Demands and Work Environment
Physicalhysical demands
The physical demands described 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 enableindividuals with disabilities to perform the essential functions.
Employee is regularly required to sit at a desk long periods of time; stand at the front counter; talk or listen in person and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms, Lift up to 15 pounds. Intermittently, twist to reach equipment surrounding desk; walk and climb stairs to other departments; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile. While performing duties, the employee is regularly required to use written and oral communication skills; know and understand laws, regulations and procedures; remember personnel rules, and explain policies and procedures; interact with City management, other governmental officials, employees and the public.
Work environment
Characteristics described are representative of those an employee encounters while performing the essential functions ofthis job. Reasonableaccommodations may be madetoenableindividuals with disabilities toperform the essential functions.
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While performing the duties of this job indoors, the work environment is generally in a temperaturecontrolled office. Noiselevels inthe work environmentis usually moderatebuttheemployee may occasionally beexposedto high level noises including but not limited to emergency vehicle sirens and telephones and other office equipment.
This information is available in an alternative format by request to (626) 300-0780.
The City of San Marino is an Equal Opportunity Employer. We value and seek diversity in our workforce. San Marino is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.