CITY OF PHILADELPHIA PERSONNEL DEPARTMENT
( General )
This is specialized clerical work at the advanced level. Employees in this class perform complex and complicated clerical work and provide a variety of supporting services to department managers and technical specialists. Work includes acting as lead worker in a large clerical operation and/or responsibility for a specialized departmental clerical function.
Employees in this class are supervised by administrative or technical superiors.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
Employees in this class must perform advanced clerical work in one of the following areas:
- support services in an area of technical specialization, such as benefits, budget preparation, etc.
- lead work involving training and oversight of lower-level clerical employees' work.
- sole responsibility for a departmental clerical support function.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
- Plans and makes assignments to lower-level clerical employees; checks work upon completion for accuracy and completeness; trains new employees in work routines; establishes and controls production and time elements; modifies clerical and office procedures to provide for efficient operation; receives, reads, and answers general correspondence directed to the unit; answers inquiries from colleagues and other City agencies about assigned function; obtains facts and makes evaluations and recommendations in area of support services.
- Receives work order requests; evaluates required repairs requested and applies work standards to determine the amount of time required for specific tasks; determines the appropriate maintenance crew to be assigned to specific repair tasks, reviews reports of materials and supplies to insure that necessary supplies are on hand to perform requested repairs.
- Provides clerical assistance for one of City's zoning boards; responds to inquiries for accelerations, rehearings, administrative changes, etc.; prepares correspondence under the signature of board members; schedules hearings; prepares exhibits and distributes information to board members prior to hearings; determines whether refusal is coincident with codes; submits findings to board members; types summaries and maintains records of hearings.
- Prepares and maintains contracts and files; monitors contracts to insure compliance with terms and provisions of contracts; initiates and follows-through with appropriate corrective action to achieve contract compliance; determines that revenues are in accordance with contract terms; initiates bids; assures that financial and insurance statements are received in accordance with contract terms; notifies appropriate authorities to release and return certified check for performance bond deposited after satisfaction of contract; answers inquiries concerning the processing of contracts, bonds and other agreements.
- Receives and reviews petitions from City employees for receipt of workmen's compensation payments for injuries received while on-duty; requests, obtains, and reviews a variety of records and reports to verify facts concerning accidents which resulted in claims; explains provisions of Workmen's Compensation Act to claimants, departmental representatives, and other concerned persons.
- Performs related work as required.
- Performs complex clerical duties of similar breadth and scope as those described above, in a departmental or central accounting or budgeting office.
- Performs complex clerical duties of similar breadth and scope as those described above, in a departmental or central personnel office.
REQUIRED KNOWLEDGES, SKILLS AND ABILITIES
- English language and spelling
- methods and procedures analysis as applied to clerical procedures and practices
- departmental rules, regulations, procedures, and functions
- civil service rules and regulations for the Personnel specialty
- personnel transactions, including appointments, separations and benefits, for the Personnel specialty
- standard bookkeeping procedures of the City for the Fiscal specialty
- the City's procurement practices and procedures for the Fiscal specialty
- the use of personal computers in report generation and records maintenance
- the operation of office machines, including automated systems, required by work assignments
- work independently on difficult or complex clerical tasks
- plan, assign and review the work of lower-level clerical employees
- maintain complex clerical records and prepare a variety of reports
- learn departmental functions and organization, especially as they apply to the unit to which assigned
- learn computer processing procedures and languages necessary to file maintenance and report production
- learn provisions of and routine interpretations of City and departmental regulations and ordinances and, in detail, those provisions and interpretations that relate to the job assignment
- define and establish clerical procedures to accomplish work requirements
- make judgmental decisions where several alternative courses of action are presented
- present ideas effectively, both orally and in writing
- establish and maintain effective working relationships with associates, other City agencies, and the general public
- make varied arithmetic calculations, if required by work assignment
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 4/02.)
PHYSICAL AND MEDICAL REQUIREMENTS
- Education equivalent to completion of the twelfth school grade.
- One year of experience in clerical work.
- Two years of experience at the Clerk 2 level or above, performing clerical procedures requiring the use of judgment in selecting alternative courses of action.
- Two years of clerical fiscal experience, at the Clerk 2 level or above, posting to journals or ledgers and maintaining records of accounting or budgetary transactions.
- Two years of municipal personnel clerical experience, at the Clerk 2 level or above, performing personnel transactions, applying routine interpretations of civil service regulations, and maintaining a variety of personnel records.
Any equivalent combination of education and experience determined to be acceptable by the Personnel Department.
LICENSES, REGISTRATIONS AND/OR CERTIFICATES
- Ability to physically perform the duties and to work in the environmental conditions required of
a position in this class.
- Possession of a valid proper class motor vehicle operator's license as issued by the Commonwealth of Pennsylvania prior to and during tenure of employment in this class, if required by work assignment.
PAY RANGE: 11
Class Established: 1/53
CSC: 6/96, Ad Board: 11/96
CSC: 10/97, Ad Board: 12/97
Latest Spec. Revision:
CSC: 1/02, Ad Board: 4/02
END OF JOB CLASS SPECIFICATION - 1A04