CLERK OA
GS-0303-04
This position is located within the organizational structure listed on the attached cover sheet (AD-332). The Clerk performs a variety of clerical and administrative duties which are auxiliary to the work of the organization.
-Incumbent may be assigned typing duties, dependent on typing skill, such as typing letters in final form using typewriter or personal computer, completion of forms, reports.
-Receives
visitors and phone calls. Determines the nature of the visit or call, and
directs caller to appropriate staff member. Personally responds to inquiries
about routine or procedural matters.
-Composes
routine correspondence (such as replies to request for general information, or
similar communications in which the content and format can be based on previous
responses or existing model). Prepares correspondence in final form with
responsibility for content, grammar, format, spelling, arrangement, and related
clerical matters.
-Establishes
and maintains office filing systems covering varied subject matter. Receives
and files changes to publications, handbooks, etc. As necessary, codes and
cross-references documents added to files, and establishes new file headings.
Screens and searches files for misplaced documents. Disposes of out-to-date or
obsolete files in accordance with established records disposition schedules.
-Performs
records maintenance tasks, such as posting and extracting data to and from
logbooks, maintaining records of transactions, and compiling data in accordance
with instructions.
-Performs
other general clerical tasks in support of the technical, administrative, or
management work of the office. Such tasks may include one or more of the
following: requisitioning office supplies, equipment, publications, and
maintenance services; receiving time reporting forms from staff members and
reviewing for procedural accuracy; performing the duties of office timekeeper
or backup timekeeper; receiving, screening, distributing office mail and other
incoming documents; reviewing and verifying routine information reported on
standard document submitted to the organization; photocopying, collating and
assembling documents.
-Knowledge of the flow of work and organizational functions and procedures sufficient to receive and refer phone calls and visitors, provide general information, screen and distribute mail, and classify and retrieve file material.
-Knowledge
of grammar, spelling, capitalization, and punctuation needed to type a variety
of material from handwritten documents.
-Knowledge
of all applicable instructions, handbook requirements, office terminology, and
policies pertaining to preparation of correspondence and other written material,
and performance of other clerical functions (such as filing, timekeeping,
requisitioning of office supplies, completing travel and other forms, etc.)
-Knowledge
of basic office functions to perform standardized word processing duties (e.g.,
create, copy, edit, store, retrieve and print documents), receipt and
transmittal of electronic mail, etc.
-Skill
in operating office machines, such as duplicating equipment, printers, and
calculators
Incumbent receives general guidance from the supervisor, who makes assignments by defining objectives, priorities and deadlines, and provides assistance on unusual problems lacking clear precedents. The incumbent independently plans and adjust work to meet the requirements of the serviced units. Work is reviewed upon completion for technical accuracy and compliance with instructions and/or established procedures.
Guidelines include standing oral instructions as well as written instructions and manuals covering procedure [aspects of work assignments (e.g., agency correspondence procedures, style manuals, sample work products and word processing software instructions). Incumbent must use judgment to locate, select and apply the most appropriate set of instructions from a variety of available alternatives. Situations involving significant deviations from established guides or lack of existing guides are referred to the supervisor.
Duties consist of a series of numerous procedural and substantive steps which vary in nature and sequence because of the particular characteristics of each case or transaction. Incumbent must recognize differences in existing procedures and choose the most appropriate alternative. Incumbent is also expected to recognize and resolve procedural discrepancies related to the work assignment (such as missing information, in consistent data, improper formatting, errors in spelling or punctuation.).
Incumbent provides a variety of clerical services, thus facilitating the work of the ____________. The work is performed in accordance with established rules, regulations, procedures and clerical practices. The work affects the way in which the office accomplishes its assigned functions.
Contacts are with employees of the immediate office and members of the serviced clientele and/or general public
Contacts are for such purposes as exchanging information about work assignments and methods for completing the work.
The work is generally sedentary, with some walking, bending and carrying of light items such as papers and books.
The
work is performed in an office setting, with adequate lighting and ventilation
and minimal safety risks.