Clerk 1

Occ. Code 2501205

CLERK 1, GRADE 6

New York State Department of Civil Service

Classification Standard

BRIEF DESCRIPTION OF CLASS

Clerks 1 process transactions and maintain records, documents and information in order to meet the requirements of agency programs. This work is accomplished in accordance with applicable procedures, rules, regulations and laws.

CLASSIFICATION CRITERIA

Clerks 1 process transactions and maintain records in a variety of organizational settings. They do not spend the major portion of their time performing duties involving only calculations, keyboarding or storekeeping although they may perform duties in these areas.

Keyboard Specialist - Incumbents usually spend the majority of their work time operating equipment which requires the manipulation of a standard alphanumeric keyboard in accordance with standards of acceptable levels of production to
produce correspondence, reports, charts, etc. The type of equipment used includes electronic word processing equipment and standard typewriters.

Stores Clerk 1 - To support classification as Stores Clerk 1, incumbents must spend the major portion of their time performing clerical and manual tasks related to stores keeping.

Data Entry Machine Operator - To support classification as Data Entry Machine Operator, incumbents must spend the majority of their work time keying information using an alphanumeric keyboard. This information becomes part of the database of a variety of computers, both mainframe and microcomputers. Incumbents set up and use a variety of screen formats for data entry.

BASIC DUTIES AND ILLUSTRATIVE TASKS

Basic Duties

Maintain records and files.
Receive, screen, review, and verify documents.
Search for and compile information and data.
Answer questions about the activities of the organization orally or by correspondence.
Prepare and/or issue documents and/or verify the validity of documents.

Illustrative Tasks

Sort and distribute mail, keep appropriate records, and redirect mail as necessary.
Review applications, claims and other documents for completeness, content and accuracy. Request additional information, signature, remittance, by form, simple letter or phone. May issue receipts, vouchers.
Maintain inventory, maintenance, assignment logs, personnel, production and/or other records.
Prepare routine reports, e.g., unit production, or assist in preparation of reports by gathering data, tabulating results, preparing simple charts.
Establish new files by numbering forms, coding, preparing file folders, compiling relevant material. Update and correct records and files, file, retrieve and charge out records using one or more filing systems, which may be either manual or computer based.
Search for and/or compile pertinent information and data from manual and/or computer-based files (CRT), reports, publications and other documents.
Occasionally type envelopes, forms and brief reports. This should not be a full-time activity requiring the speed and accuracy expected of a Keyboard Specialist or a Data Entry Machine Operator.
Provide information to and answer questions from other staff, other agencies and the public. Refer inquiries to appropriate office or individual.
Schedule administrative proceedings. Process requests for changes in scheduled dates and answer questions about proceeding notices.
Operate a telephone switchboard/console to maintain internal and external lines of telephone communication. May use intercom, two-way radio or similar system to locate individuals.
Keep records of toll calls, special calls, telephone and other required information and maintain phone number files or directory.
Assign primary classification to fingerprints and compare submitted data with that on file.
Operate office machines such as photocopiers, adding machines, calculators, computer printers, typewriters and audio-visual equipment and perform simple maintenance tasks such as adding toner and paper, and changing ribbons.
Enter and/or retrieve information on a computer terminal.
Create, maintain and execute job control language for computer jobs according to specific execution instructions.
Breakdown and determine routing of computer output generated as a result of execution of computer jobs.
May question people, such as patients being admitted to a hospital or persons filing claims to obtain and record identifying and financial information and to determine eligibility.

INDEPENDENCE OF OPERATION

Incumbents work under direct supervision and clearly defined guidelines. They are supervised by either higher-level clerical staff or a program manager.

COMPLEXITY

This is the entry-level title in this series. Incumbents work within and must be able to read, understand, and apply procedures, rules, regulations and laws.

COMMUNICATION

The communications Clerks 1 have with others vary greatly from one setting to another. In some positions, incumbents typically have extensive contact with the public in person and/or by phone. These contacts may include delivering adverse decisions; e.g., the denial of an application. There may also be contacts with other agencies or program areas to obtain or provide information. In other settings, a Clerk 1 may work in relative isolation, with other clerical staff or with program staff.

Incumbents may assist and train other employees and workers in procedures and methods.

SUPERVISION EXERCISED

None.

JOB REQUIREMENTS

Ability to understand and use common office record keeping and filing systems and processes.
Ability to code and decode data for machine processing and similar office processing.

Ability to read, understand and interpret regulations, procedural manuals, and other documents used in routine office processing.
Ability to use common office equipment including equipment having alphanumeric keyboards, photocopiers, calculators, CRT's.
Ability to perform tasks accurately within prescribed time frames.
Ability to communicate effectively in writing and orally.

MINIMUM OCCUPATIONAL QUALIFICATIONS

Ability to pass job related examination.