Under the supervision of the Executive Administrative Assistant and in accordance with the direction and mission of District 7 HRDC, the Clerical Assistant is delegated the responsibility of greeting and assisting clients in a friendly and proficient manner, answering the phone and directing calls to the appropriate staff. The incumbent will also perform clerical duties for various programs and staff within the agency.
The requirements listed, are representative of the knowledge, skills, and abilities necessary to perform the essential functions of the job. To perform this job successfully, an individual must be able to carry out each task satisfactorily and perform other duties as assigned.
Additional Knowledge, Skills and Abilities:
- Cordially greet and assist clients, direct them to the appropriate department/staff.
- Provide clerical services in an accurate and timely manner including typing and writing business letters as needed, proofreading, making copies, collating, filing and other general correspondence.
- Answer telephones in a courteous and timely manner, direct calls to appropriate staff, record and deliver messages as necessary.
- Maintain confidentiality of all clients and staff.
- Accurately input data into a variety of data bases and computer programs.
- Solicit bids for purchasing all office supplies, equipment and furniture. Complete requisitions for the purchase of supplies as needed. Secure follow-up information to ensure correct billing of supplies.
- Complete monthly reports; including mileage and copier counts.
- Maintain vehicle and conference room reservation spreadsheets.
- Responsible for signature stamping on payroll and accounts payable checks.
- Maintain an overall knowledge of agency programs and departments.
- Assist in the overall mission of the agency, working in a team environment to effectively complete other duties as assigned or as needs change.
- Complete special projects as assigned. Be flexible in assuming new duties and perform other duties assigned and determined to be productive and efficient for the continuing improvement of the agency.
- Ability to type accurately with moderate speed; proficiency with computer applications and knowledge of Microsoft Office and database programs; use a calculator and answer the telephone.
- Strong organizational and time management skills and the ability to work independently.
- Ability to maintain strict confidentiality in regards to all agency matters.
- Effectively communicates on all platforms.
- Demonstrates dependability and punctuality.
- Adheres to a consistent work schedule.
- Demonstrates professionalism in the workplace.
- Maintains professional boundaries with participants;
- Must have the ability to work with low income and disadvantaged people by modeling an unbiased, non-judgmental attitude.
- Demonstrates positive and appropriate interactions with coworkers and management.
- Contributes to a harmonious and productive work environment.
- Must be a team player to ensure overall program success.
Education and Experience:
- Nurtures, builds, and mentors employees to build a cohesive team.
- Brings creative suggestions and potential solutions to direct supervisor regarding work barriers and team efficiency.
Minimum Qualifications are a High School diploma or equivalent with a minimum of three (3) years’ progressive office experience; or equivalent combination of education and experience to fully meet the minimum requirements for the position.
Licenses and/or Certifications:
Must possess a valid Montana Driver’s License, proof of personal automobile insurance and must meet insurability requirements for agency automobile insurance policy.