Keyboard Specialists 2 are second level positions in the Keyboard Specialist Series and are located throughout State service. Incumbents perform complicated clerical processing and records maintenance activities, perform a variety of office support activities, and/or may supervise staff assigned to keyboarding and clerical activities. All of these functions require skilled use of keyboarding and information processing equipment and systems.
There are two ways to support classification of Keyboard Specialist 2 positions: incumbents use word processing packages, spreadsheets, data base programs, and desk top publishing software to perform the more difficult and complex clerical processing and records maintenance activities characteristic of Clerk 2 or incumbents supervise three to eight keyboarding and clerical support staff who spend significant work time performing keyboarding, information processing, and clerical support activities.
In either situation, incumbents perform skilled keyboarding and information processing activities and may perform office support tasks similar to those of Secretary 1. However, the discretion, judgment, and responsibility exercised in performance of these office support tasks is more limited than would be expected of a Secretary 1 by factors such as the presence of detailed procedures and directives or limited involvement in program operations, communications, and overall office management activities.
Keyboard Specialists 1 typically spend the majority of their time operating equipment which requires the manipulation of an alphanumeric keyboard in accordance with acceptable levels of production to prepare correspondence, reports, charts and other material. They also perform entry level clerical and office support tasks.
Clerks 2 perform complicated clerical activities requiring an understanding of the purpose of transactions and are found in program areas characterized by a number of procedures, rules, regulations, or guidelines that require interpretation or are subject to frequent change. Incumbents must understand the activities and purposes of their program area to answer questions and explain or clarify procedures and use independent judgment to make decisions where clear precedent may not exist.
Incumbents of Secretary 1 positions serve as the principal administrative support position in an organizational unit and organize and coordinate the administrative activities, such as handling incoming correspondence and drafting responses, reviewing outgoing correspondence, researching background information, transmitting instructions to staff and following up, handling telephone calls and visits and responding to questions, coordinating and arranging meetings, designing office filing systems, implementing policies and procedures, resolving day-to-day operational problems, expediting and following up on projects, and maintaining efficient work flow.
In those instances where positions are classified on the basis of complex clerical activities in combination with skilled keyboarding and information processing activities, the typical clerical activities performed, such as designing clerical processing procedures, setting up and maintaining the records for a program, and scheduling and coordinating administrative procedures, are those described in the standard for Clerk 2, Occ. Code 2501210.
In those instances where positions are classified on the basis of supervision, incumbents typically supervise three to eight keyboarding and clerical support staff, and:
In performing office support activities incumbents may perform any of the tasks described in the standard for Keyboard Specialist 1, Occ. Code 2600100.
Using knowledge of systems and procedures and available resources including user manuals and guides, determine the nature of problems with systems and equipment in the office, such as hardware or software malfunction, user problems, or deficient data, and either resolve problems or contact agency or vendor staff for assistance.
Keyboard Specialists 2 independently perform keyboarding and the more complicated clerical and office support tasks that require an understanding of the purpose of transactions. They are found in program areas characterized by a number of rules, regulations, and procedures which require interpretation or are subject to frequent revision. Additionally, they may independently train and supervise subordinate staff in the use of automated equipment and records keeping systems and the application of procedures, rules, regulations, and guidelines which govern the work performed.
Incumbents are typically supervised by higher level support staff or program managers who provide general direction and guidance.
When classified on the basis of complex clerical activities, Keyboard Specialists 2 are assigned the more difficult clerical work within an organization characteristic of Clerk 2.
When classified on the basis of supervision, Keyboard Specialists 2 are first line supervisors. Incumbents perform the full range of supervisory tasks, working within broad supervisory directives. They are expected to have a working knowledge of equipment and systems used in the office.
In either situation, incumbents of these positions are expected to understand the activities of the program area in which they work in order to answer questions and 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.
Keyboard Specialists 2 have oral and written communication with a variety of individuals in the course of accomplishing their assigned duties. The nature and frequency of these communications vary, depending on the office or program to which they are assigned.
When classified as supervisory positions, incumbents directly supervise a group of Keyboard Specialists 1 and other support staff, including assigning and reviewing work, setting work priorities, training, evaluating, and counseling staff.
One year of service as Keyboard Specialist 1.
NOTE: For current information on minimum qualifications contact the Division of Staffing Services.