General Description
The principal function of an employee in this class is to perform clerical and related administrative support work under limited supervision. The work will involve the performance of general office duties, including receiving and screening office visitors, answering and routing telephone calls, opening and distributing mail, entering data into a computer, maintaining files, word processing and related tasks. The employee will also perform duties involving the compilation of report data, dispatching, preparing purchase orders and using the computerized purchase order system, using the computerized accounts payable system, making routine billings, balancing the cash register, developing spreadsheets and routine databases, monitoring expenditures, preparing original correspondence, compiling complex reports and/or financial data, performing some data analysis, supporting boards or commissions, preparing non-routine billings, directing (but not supervising) most duties of other departmental clerical staff, providing training to other staff on departmental or divisional functions as directed, and preparing the payroll for a division or department with multiple union contracts. The work is performed under the general direction and supervision of a department head, office manager or other supervisor but substantial leeway is granted for the exercise of independent judgment and initiative. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with supervisory personnel, other department employees, and the general public.
Essential Job Functions
Serves as "lead" clerical staff person
Performs high level office management functions for a division and/or department Greets, screens and directs visitors, telephone calls, faxes, mail and messages for office personnel
Interprets and applies departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines
Manages processes and maintains files and records of correspondence, reports, department documents, charts, minutes and other materials as instructed.
Makes complete and up-to-date files and records available to other office personnel quickly and/or routes related records in accordance with prescribed procedures or as requested
Collects payments and fees and provides receipts as necessary
Balances cash register
Prepares accurate correspondence, memoranda, reports, department documents and agendas requested by the department head or other designated office personnel
Prepares original correspondence as necessary
Prepares agendas and provides other clerical support to departmental boards and/or commissions
Analyzes and compiles statistical and/or financial data into reports as directed Copies, packages and distributes a variety of written materials as requested by the department head or other designated office personnel
Enters data into computer relating to department records and documents Develops spreadsheets and routine databases as necessary
Monitors divisional and/or departmental expenditures
Prepares purchase orders and uses the computerized purchase order system as necessary
Prepares routine and non-routine billings as directed
Prepares divisional payroll for divisions with multiple union contracts and/or object codes
Provides some training to other staff on departmental or divisional functions as necessary
Performs related work as required.
Skills/Knowledges/Abilities
Comprehensive knowledge of modern office procedures, practices and equipment
Comprehensive knowledge of modern office filing systems and procedures
Ability to communicate well with others, both orally and in writing
Ability to understand and follow oral and/or written policies, procedures and instructions
Ability to establish and maintain effective working relationships with other employees, supervisory personnel and the general public
Ability to operate a personal computer at a reasonable rate of speed using standard word processing, spreadsheet and database applications appropriate to assigned duties
Ability to maintain clerical records and to prepare reports from such records Ability to understand and make work decisions in accordance with office rules, regulations, policies and procedures
Ability to perform a wide variety of clerical and secretarial tasks with accuracy and speed under the pressure of time-sensitive deadlines
Ability to organize and perform work responsibilities under limited supervision; Ability to direct the work of others in a professional and organized fashion
Ability to learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology.
Training/Education/Qualifications
Graduation from High School or possession of a GED, supplemented by additional training in the use of computers and computer applications related to assigned duties
Five to seven years' experience in the performance of secretarial duties, including visitor reception tasks, data entry, spreadsheet creation, preparation of correspondence, preparation of a divisional payroll; and the maintenance of detailed records and files
Any equivalent combination of experience and training that provides the knowledge, skills and abilities necessary to perform the work.
Essential Physical/Mental Abilities
Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate effectively with others in person and over the telephone
Sufficient vision, with or without reasonable accommodation, which permits the employee to prepare, review and file a variety of written documents in both electronic and hardcopy forms
Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer, telephone system and to transport files as requested
Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to access and transport files as requested.
Shift: Mon-Fri 7AM - 3:30PM
Pay : $23/hr
As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here (https://www.mykelly.com/help-support-working-with-kelly-us/#Benefits) for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.
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About Kelly
Work changes everything. And at Kelly, we're obsessed with where it can take you. To us, it's about more than simply accepting your next job opportunity. It's the fuel that powers every next step of your life. It's the ripple effect that changes and improves everything for your family, your community, and the world. Which is why, here at Kelly, we are dedicated to providing you with limitless opportunities to enrich your life-just ask the 300,000 people we employ each year.
Kelly is committed to providing equal employment opportunities to all qualified employees and applicants regardless of race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or any other legally protected status, and we take affirmative action to recruit, employ, and advance qualified individuals with disabilities and protected veterans in the workforce. Requests for accommodation related to our application process can be directed to the Kelly Human Resource Knowledge Center. Kelly complies with the requirements of California's state and local Fair Chance laws. A conviction does not automatically bar individuals from employment. Kelly participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.
Kelly Services is proud to be an Equal Employment Opportunity and Affirmative Action employer. We welcome, value, and embrace diversity at all levels and are committed to building a team that is inclusive of a variety of backgrounds, communities, perspectives, and abilities. At Kelly, we believe that the more inclusive we are, the better services we can provide. Requests for accommodation related to our application process can be directed to Kelly's Human Resource Knowledge Center. Kelly complies with the requirements of California's state and local Fair Chance laws. A conviction does not automatically bar individuals from employment.
