Records Clerk Job at Athens Clarke County HR Department
REPORTS TO: Division Administrator
CLASSIFICATION: Personnel System - Requires satisfactory completion of a six-month probationary period
PAY GRADE: 112
SAFETY SENSITIVE: No
Purpose of Job and Related Requirements:
The purpose of this job is to perform administrative/clerical functions in support of department members and to perform various data management functions. Duties and responsibilities include, but are not limited to: reviewing preliminary documents for completeness of information; following up on missing or inaccurate information; entering data into computer system; manipulating data into report formats; retrieving data upon request; generating various reports; reporting inaccuracy/deficiency trends to management for purposes of quality improvement; preparing, reviewing, disseminating and/or filing routine correspondence and reports; running vehicle record checks; entering citations; answering the telephone and relaying messages; and performing additional tasks as assigned.
Job Related Requirements
Work Schedule Monday through Friday 8am-5pm
Regular and predictable attendance required.
Must work cooperatively with others.
When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.
High school diploma or equivalent with two years of general office experience involving records management and administration experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
Must possess or have the ability to attain GCIC/NCIC Inquiry Level Operator Certification within six months of the date of hire.
Must possess or have the ability to acquire Notary Public status.
A Vocational/Technical degree in Secretarial Sciences or related discipline preferred.
The following duties are normal for this job depending on division assignment. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Performs title searches; legal research.
Receives, monitors, and dispatches radio communications for code enforcement officers.
Provides field officers with necessary information upon request, including license, tag, ownership and address checks.
Dispatches appropriate agency personnel to incident locations, also dispatch backup units, ambulances, fire fighters and fire marshal.
Conveys information to general public, public safety agencies and code enforcement officers.
Monitors location/position of field officers for safety purposes.
Attends training sessions, conferences, and seminars to remain abreast of current local, state, and federal laws, policies, and/or procedures related to the Department/Division.
Maintains GCIC Certification.
Performs research for special projects, appropriate staff, and the general public.
Answers telephone; evaluate, process and screen calls; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary and responds to requests for information.
Prepares and/or generates quarterly and yearly reports, routine correspondence, forms, reports, new data and other documents via computer.
Makes written reports from telephone information, generates case files and evidence for prosecution for field officers.
May assist in preparing payroll, inventory lists and bookkeeping functions.
May assist in closing out requisitions and purchase orders; orders office supplies as needed.
Receives, processes, and forwards work order requests.
May appear in court as required.
Performs other related duties as required.
Knowledge, Skills and Abilities
Knowledge of the policies, procedures, and activities of the Building Inspections Department as they pertain to the performance of duties relating to the position of Records Technician.
Knowledge of the terminology used within the Department.
Knowledge of modern office procedures, geography and road system of the county, and regulations and procedures of state and national crime information centers.
Knowledge of radio signals and codes.
Knowledge and ability to operate various office equipment including a computer, printer, typewriter, calculator, copier, facsimile machine, shredder, and telephone.
Knowledge of applicable federal/state statutes, unified government ordinances, departmental policies and procedures, and departmental methods as required in the performance of duties.
Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.
Ability to communicate effectively with supervisors and other staff members.
Ability to use independent judgment in routine and non-routine situations.
Ability to handle required mathematical calculations.
Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
Ability to plan, organize and/or prioritize daily assignments and work activities.
Ability to comprehend and apply the regulations and procedures of the department.
Ability to effectively communicate by oral and written means.
Ability to operate a computer and software programs relevant to the position.
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a computer, printer, optical imaging equipment, typewriter, calculator, copier, facsimile machine, shredder, cash register, telephone, and switchboard. Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.
DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving/receiving assignments and/or directions to/from co-workers, assistants or supervisors.
LANGUAGE ABILITY: Requires the ability to read a variety of informational documentation, directions, instructions, methods and procedures. Requires the ability to prepare correspondence, reports, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.
INTELLIGENCE: Requires the ability to learn and understand relatively complex principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.
VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including law enforcement, radio codes, and computer terminology.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; calculate percentages.
FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with a variety of machinery and equipment including a computer, printer, optical imaging equipment, typewriter, calculator, copier, facsimile machine, shredder, cash register, telephone, and switchboard.
MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using office/computer equipment. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.
MANUAL DEXTERITY: Requires the ability to handle a variety of items such as automated office equipment, clerical supplies, and computer supplies. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
COLOR DISCRIMINATION: May require the ability to differentiate between colors and shades of color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.
Total compensation at the Unified Government includes a comprehensive set of benefits, a well established culture of wellness, and a secure retirement that set us apart as a stable Employer of Choice where you can serve and make a difference in the community.
As an Employer of Choice, we offer:
- Health Insurance
- Dental Insurance
- Vision Insurance
- Pet Insurance
- Group Accident insurance
- Critical Illness insurance
- Employer paid basic life insurance
- Contributory term life insurance
- Whole life insurance
- Employer Paid Short Term Disability
- Long Term Disability
- Employee Assistance Program
- Paid Time Off
- 13 paid holidays
- Employer Paid Pension Plan (10 years of service)
- Deferred Compensation Program with employer match
- Tuition Reimbursement Program
- Public Service Loan Forgiveness Employer – Federal Student Aid
- Robust Wellness Program – earn up to $175 per quarter for participation
- Employee Fitness Center – free for employees, spouse, and children 18+
- Free onsite health screenings (to include hearing, skin cancer, biometric screening, flu shots)
- Safety & Risk training and job related vaccinations
- Uniforms provided
- Ongoing Training Opportunities and Career Development – Government Wide Learning Management System
- Discount Admissions – ACCGov Parks, Georgia Aquarium
- Annual employee appreciation events
BENEFITS
http://www.accgov.com/434/Benefits
WELLNESS
http://www.accgov.com/wellness
CAREER DEVELOPMENT
http://www.accgov.com/index.aspx?nid=791
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