Administrative Support Records Clerk

City of Clarksville • Clarksville, TN • 4d ago

Description

GENERAL STATEMENT OF JOB

This is the second of four levels in the Administrative Support series. Incumbents provide routine standard clerical support to a department or function. Responsibilities may include answering the telephone and directing calls; providing routine customer service; maintaining an established filing system; running standard reports; entering data; accepting routine or standard payments; sorting and delivering documents; and operating standard office equipment.

PLEASE NOTE: THIS POSITION WILL REMAIN OPEN THROUGH NOVEMBER 10, 2026, OR UNTIL FILLED.

Example of Duties

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

Responds to requests for information from the public, staff, and/or other interested parties; answers routine questions; directs callers/visitors to appropriate locations or staff.

Files documents alphabetically, numerically, or by other prescribed methods in established filing systems.

Prepares, reviews, and/or processes a variety of routine correspondence, logs, information, paperwork, invoices, forms, and/or other related information in assigned area of responsibility; keys information into acceptable spreadsheets and/or databases.

Collects and reviews data for accuracy and reasonableness.

Processes, receives, sorts, and distributes a variety of correspondence, deliveries, and mail; makes photocopies; and faxes documents.

Monitors and restocks office supplies and materials.

Runs standard reports in assigned area of responsibility.

Accepts standard payments and issues receipts.

Performs other work as required.

Typical Qualifications

MINIMUM EDUCATION AND TRAINING

Education and Experience

High school diploma or GED equivalent.

No experience required.

License and Certifications

None.

Supplemental Information

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Knowledge, Skills, and Abilities:

Knowledge of:

Modern office procedures and equipment.

Customer service principles.

Filing.

English language, grammar, and punctuation.

Basic filing systems.

Computers and related software applications.

Skill in:

Operating standard office equipment.

Maintaining records and files.

Data entry.

Using proper English, grammar, punctuation, and spelling.

Providing customer service.

Using computers and related software applications.

Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisors, the public, etc. sufficient to exchange or convey information and to give and receive work direction.

Physical Requirements

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required:

Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.

Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.

Grasping: Applying pressure to an object with the fingers and palm.

Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination sound.

Kneeling: Bending legs at knee to come to a rest on knee or knees.

Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. It occurs to a considerable degree and requires substantial use of upper extremities and back muscles.Mental Acuity: Making rational decisions through sound logic and deductive processes.

Pulling: Using upper extremities to exert force to draw, haul or tug objects in a sustained motion.

Pushing: Using upper extremities to press against something steady to thrust forward, downward, or outward.

Reaching: Extending hand(s) and arm(s) in any direction.

Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

Standing: Particularly for sustained periods of time.

Stooping: Bending body downward and forward by bending spine at the waist. It occurs to a considerable degree and requires full motion of the lower extremities and back muscles.

Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

Visual ability 1: sufficient to perform an activity like preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

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