Administrative Clerk 24-00857

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Job description

POSITION

Title: Administrative Clerk

Position Type: Part Time

Schedule: Monday - Thursday

Assignment Length: Ongoing

DESCRIPTION

Receives, collects and prepares daily mail and records for indexing, following established coding structures; protects all vital records.

Reads, reviews, and interprets data, information and records; retains records of value and historical interest; determines appropriate indexing criteria for a wide variety of records including specifications, as-built engineering drawings, notices, insurances, contracts / agreements, permits, reports, resolutions, ordinances, agendas and minutes, general correspondences and other records.

Sorts mail for delivery and distribution.

Scans and indexes records into Electronic Data Records Management System (EDRMS) following established Records Center rules and procedures; ensures accurate linkage of records to create comprehensive historical records and chains of events, and for easy retrieval.

Files records electronically after indexing; maintains original record in accordance with records retention schedule.

Retrieves mail and records from in-house or off-site in response to requests; uses indexes to track and retrieve records; conducts records searches with minimum criteria to find and retrieve requested documents and records for Port staff, and in response to Public Records Act requests.

Executes orders for graphic reproduction vendor.

Monitors return of checked-out Records Center files.

Interfaces with internal and external contacts in-person or by phone.

REQUIREMENTS

Minimum two years of progressively responsible clerical experience. required. One year or more of experience with indexing and maintaining advanced record-filing structures highly desirable.

Requires a general clerical and administrative background and understanding of general office concepts and principles.

Basic knowledge of customer service to the public, employees and management preferred.

Basic knowledge of operating office equipment and machinery preferred.

General proficiency with Microsoft Office programs, including Word and Excel, required.

INDH

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