Occ. Code 2501210

CLERK 2, GRADE 9

New York State Department of Civil Service

Classification Standard

BRIEF DESCRIPTION OF CLASS

Clerks 2 perform complicated clerical processing and records maintenance activities in support of a technical, administrative or management operation and/or supervise three to eight clerical support staff who perform more routine clerical tasks.

CLASSIFICATION CRITERIA

There are two ways to support classification as Clerk 2.

• Incumbents must perform clerical processing and records maintenance activities which are complicated by a variety of procedures and choices where they must make decisions. Usually, this work requires the majority of their time.
• Classification can also be supported by the supervision of three to eight clerical support positions. In such cases, incumbents may perform complex tasks and/or many of the same tasks performed by Clerks 1.

RELATED CLASSES

Agency Services Representative - Incumbents have substantial contact with members of the public seeking agency services or information. They also have contact with individuals in state service and in the private sector in the course of
carrying out their responsibilities in providing service, answering questions on agency programs and getting information for State records.

Calculations Clerk 2 - Incumbents perform complicated numerical tasks using accepted account keeping, auditing, statistical, payroll or other procedures in which mathematical calculations are fundamental and/or supervise three to eight
clerical support staff who perform more routine numerical tasks.

Stores Clerk 2 - Incumbents perform various clerical and manual activities in the receipt, storage and distribution of goods, materials, equipment, office supplies and records in a stockroom, warehouse, records center, institution retail store
or commissary and/or supervise three to eight clerical support staff who perform stockroom activities.

Clerk 1 - Incumbents 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.

BASIC DUTIES AND ILLUSTRATIVE TASKS

• Process clerical transactions for a program governed by multiple procedures, rules and regulations. Use knowledge of program as the basis to make decisions and resolve problems. Must understand the purpose of the transaction, not just the clerical process.
• Maintain manual or automated records for a segment of an agency program. Set up records maintenance systems and develop procedures for their use.
• Design clerical processing procedures. Regularly evaluate procedures and initiate or recommend modifications to improve operations.
• Gather, compile and prepare data from manual or automated files and other sources for various reports, publications, records, etc. Design formats for various reports and forms.
• Respond to questions from other units, agencies or the public concerning the operation of the unit or program area.
• Write responses to correspondence and reply to personal or telephone inquiries by providing required data, information or assistance.
• Resolve work problems and work related problems such as settling complaints from difficult clients.
• Review forms or applications for subject matter content, completion and accuracy within program segment of expertise and make appropriate determination. Gather additional information as necessary.
• Coordinate schedules for administrative proceedings. Ensure schedule is kept current and answer questions about proceedings.
• Coordinate arrangements for meetings and courses, arranging for rooms, taking attendance and insuring that appropriate materials and equipment are available.
• Operate office equipment such as photocopiers, calculators, computers, printers, typewriters, audiovisual equipment, etc., as necessary to complete assigned tasks. Perform simple maintenance tasks such as adding toner and paper and changing ribbons.
• Operate telephone equipment, including switchboards.
• May supervise three to eight clerical support positions.
• May be required to type correspondence, records and other material in final or draft form.

INDEPENDENCE OF OPERATION

Clerks 2 perform clerical tasks which require an understanding of the purpose of transactions and are found in program areas characterized by a number of complicated procedures, rules, regulations or guidelines which require interpretation or are subject to frequent revision. In many cases, these incumbents provide the sole clerical support in a program unit and work with little or no technical supervision. They usually have frequent interaction with program staff, staff of other units within the agency, staff in other state agencies, local government or the general public.

COMPLEXITY

Work performed by Clerks 2 represents the more difficult clerical work within an organization. Incumbents of these positions are expected to understand the activities of the program area in which they work in order to answer questions, explain or clarify procedures and use independent judgment to make decisions where clear precedent does not exist. This work is distinguished from entry level clerical work where procedures are clearly defined and/or other staff are available to answer questions or handle more difficult cases.

COMMUNICATION

Clerks 2 have oral and written communication with a variety of individuals in the course of accomplishing their assigned duties. These communications may consist of face-to-face and telephone contacts, as well as written correspondence. The nature and frequency of these communications depend on the program area in which they work. The type of communication will vary by program area, with some incumbents having a wide variety of communication and others focusing on one or two types. While incumbents may have some contact with the general public, these contacts do not consume the major portion of work time and the primary focus of positions in this class is not public contact.

SUPERVISION EXERCISED

Clerks 2 may function as supervisors of three to eight clerical support staff. In such cases, supervisors are responsible for the quality and quantity of work produced by the subordinate staff; select, train, evaluate, counsel and, as necessary, discipline employees; plan, organize, assign, review work, and schedule activities in the work unit; provide guidance, resolve problems and make decisions in technical and administrative matters; establish/adjust work schedules and assignments as needed and review time cards; coordinate the work of their unit with that of other work units; communicate management policies to subordinate staff; and prepare workload statistics and related reports.

In addition to the supervision, incumbents also have their own body of work for which they are responsible. Supervision is not a requirement to support classification of these positions.

KNOWLEDGE, SKILL AND ABILITY

• Knowledge of agency policies and program policies, procedures and functions.
• Ability to use office equipment such as computer terminals, photocopy equipment, etc.
• Ability to set up and use manual and electronic office record keeping and filing systems.
• Ability to code and decode data for machine processing.
• Ability to enter and retrieve data using an alphanumeric keyboard.
• Ability to prepare reports.
• Ability to read, understand and apply laws, procedures, rules, regulations and guidelines where there are not clear precedents and without detailed direction.
• Ability to perform tasks accurately within prescribed time frames.
• Ability to communicate effectively in writing and orally.

In addition, for supervisory positions:

• Knowledge of the principles and practices of effective supervision.
• Ability to establish effective supervisory relationships.

As required:

• Ability to manipulate an alphanumeric keyboard to produce documents including letters, memos, reports, charts, forms, etc.

OCCUPATIONAL REQUIREMENTS

Experience working in clerical occupation, basic writing, reading.

Note: Occupational requirements are distinguished from minimum qualifications which address recruitment needs and the candidate field available for a title at a particular point in time. For current information on minimum qualifications, contact the Division of Staffing Services.

Date: 5/92

Go to Title Specifications or select from the following menu.