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JOB DESCRIPTION
Job Title:
Office/Records Clerk
FLSA Status:
Non-exempt
Position Type:
Part-time
Pay Type:
Hourly
Reports To:
Executive Assistant/Clerk of the
Board
Work Shift:
Monday – Friday
Two Shifts Available:
8:00am – 3:00pm
or
11:00am – 5:00 pm
DEFINITION: Under general supervision, is responsible for providing information to the public in a
courteous and professional manner concerning the activities, events and programming of the District.
Provides general receptionist duties at District headquarters to guests and staff; performs specialized
clerical work in the creation, indexing, filing and storing of District documents and records. Works
independently and exercises independent judgment in applying procedures and guidelines.
SUPERVISION RECEIVED AND/OR EXERCISED: Receives general supervision from the Executive
Assistant/Clerk of the Board.
ESSENTIAL DUTIES & RESPONSIBLITIES
include the following. Other duties may be assigned.
– Using a multi-line telephone receives and screens phone calls and visitors for the purpose of
providing information, resolving problems, and/or referring them to appropriate personnel; makes
appointments and arranges meetings;
–
Maintains a customer service philosophy that is responsive and conveys correct and complete
information in a courteous manner.
–
Provides assistance to the Board Secretary in the preparation and distribution of Board of
Director materials; gathers, copies, posts and distributes agenda packets; within required
timeframes, posts agendas.
–
Creates, prepares and maintains various logs, records, and files; enters, updates and verifies
information in computer databases, spreadsheets and forms; prepares forms, lists and related
summaries.
–
Maintains District files and records in accordance with District policies and records management
processes including but not limited to numbering, labeling, scanning, organizing, filing, retrieving
and re-shelving documents.
–
Orders office supplies and materials; prepares and processes requisitions according to
established procedures; creates and follows inventory control processes for stock supplies and
materials; receives, accepts and unpacks incoming materials and supplies; checks delivery
receipts with purchase order; checks items for soundness and condition.
–
Performs other office support functions, examples of which include maintaining meeting room
calendars by reserving dates and times for committees and staff; sorting and distributing
incoming mail and posting and delivering outgoing mail; coordinating travel arrangements for
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District staff; issuing District credit cards in accordance with District policy; from rough notes,
drafts, and brief oral instructions, typing and formatting labels, correspondence, reports and other
documents; photocopying and distributing copies of materials. Maintains and stocks automated
office equipment (i.e. multi-line telephone system, computer, facsimile, copier, etc.)
–
Administrator of multi-line telephone system (update name directory, labeled paper overlay)
–
Operates a variety of modern, automated office equipment (i.e. multi-line telephone system,
computer, facsimile, printer, etc.) in the performance of job duties.
MINIMUM QUALIFICATIONS
1:
Knowledge of:
–
Modern office administrative practices, procedures and equipment.
–
English usage, spelling, grammar, punctuation and sentence structure.
–
Basic word processing methods, techniques and programs.
–
Or ability to acquire knowledge or District operations, partners, programs, events, policies,
procedures and operating practices related to areas of responsibility.
–
Basic office maintenance, filing, telephone etiquette procedures.
–
Inventory and automated database practices; principles, techniques and methods of
recordkeeping, documentation maintenance and filing.
–
Techniques for providing excellence in customer service and effective conflict resolution.
Ability to:
Demonstrate excellent interpersonal and customer service skills, including conflict resolution; use
a high degree of tact, diplomacy and discretion in dealing with sensitive situations and concerned
individuals.
Assimilate knowledge to provide appropriate and comprehensive information to inquires/requests.
Use a computer/word processor, computer applications (e.g. Microsoft Office) and data
management applications for effective service delivery.
Operate modern office equipment, including fax machines, scanners, multi-line telephone system,
printers and copiers.
Communicate effectively, both orally and in writing; prepare clear and concise written reports.
Maintain attention to detail; produce accurate documents and records.
Work independently and effectively under pressure with frequent interruptions.
Effectively handle multiple, time-sensitive projects and demands.
Interpret, comply with, and communicate District policies and procedures.
Establish and maintain effective and collaborative working relationships with those contacted in
the course of the work; deliver outstanding customer service in difficult and sensitive situations.
Type at least 60 words per minute.
Organize, research and maintain complete records and files (paper and electronic).
Compose correspondence, prepare documents and make arrangements from brief instructions;
understand and follow written and oral instructions.
Other Preferred Qualifications: Bilingual in English and Spanish.
EDUCATION / EXPERIENCE / TRAINING: Any combination of education, experience and training that
would likely provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the
knowledge, skills and abilities would be:
Education: Possess an equivalent to a high school diploma, an Associate’s Degree in business
management or related field is preferred, and
1 The minimum qualifications stated in this document are a guide for determining the education, training, experience, special skills,
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Experience:
Two (2) years of increasing responsibility in a clerical/secretarial position. At least one year of
experience must include document/records management.
Certifications/Licenses:
Possession and maintenance of a valid California driver’s license with an acceptable driving
record is a condition of initial and continued employment in this position.
Possession and maintenance of a valid certification in first aid, cardiopulmonary resuscitation
(CPR) and Automatic External Defibrillator (AED) for adult, child and infant is a condition of initial
and continued employment in this position.
PHYSICAL DEMANDS
2: The physical demands described here are representative of those that must be
met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job:
The employee is regularly required to sit or stand for long periods of time.
The employee is regularly required to perform work on a computer, multi-line telephone, copy
machine, fax machine, scanner and other office equipment, including calculators.
The employee is regularly required to use hands to finger, handle, or feel. Repetitive hand movement
and fine coordination are needed when using standard office equipment.
The employee must be able to read handwritten and printed materials and a computer screen.
The employee is regularly required to talk or hear since the employee regularly communicates with
individuals both in person and over the phone.
Intermittently, the employee must walk, twist, reach, climb, balance, stoop, kneel, crouch, pull and/or
push.
The employee is occasionally required to operate a motorized vehicle.
The employee must occasionally lift and/or move up to 25 pounds.
The employee is occasionally required to withstand outside elements (heat, rain, wind, etc.).
WORK ENVIRONMENT
3: The work environment characteristics described here are representative of
those an employee encounters while performing the essential functions of this job.
Employee works in an office environment with moderate noise levels, controlled temperature conditions
and no direct exposure to hazardous physical substances. In certain assignments, employee may
occasionally work near moving equipment and be exposed to toxic or caustic chemicals, biological
hazards, airborne fumes.
ORGANIZATIONAL RELATIONSHIP:
BOARD OF DIRECTORS
GENERAL MANAGER
EXECUTIVE ASSISTANT/CLERK OF THE BOARD
OFFICE/RECORDS CLERK
2 Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. 3
45-305 Oasis Street • Indio, California 92201
Phone (760) 347-3484 • Fax (760) 347-0675 • Email:
[email protected]
Website:
www.myrecreationdistrict.com
EMPLOYMENT APPLICATION
INSTRUCTIONS: Before completing this form, please read the minimum requirements and/or desirable qualifications for the
job in which you are interested. Your further consideration for the position will depend upon the accurate information you
provide on this application regarding your ability to meet or exceed these requirements. This application must be filled out
completely and signed to be accepted for review. I
NCOMPLETE APPLICATIONS WILL RESULT IN DISQUALIFICATION.
PLEASE PRINT LEGIBLY IN BLUE OR BLACK INK OR TYPE
__________ _____________________________ __________________________________________ ________
Date Last Name First name Middle Initial
Address
_________________________________________ ______ _________ ____ ________-_____
No. & Street Apt. # City State Zip
(______) ________________ (_______) ________________ ______-_____-_________ ________________ ____ Home Phone Cell Phone Social Security Number Drivers License # State __________________________________________________
Email Address
EMPLOYMENT DESIRED
Job Title/Position applying for:___________________________________________
Part-Time Full-Time Seasonal Any available employment Date Available ________________ Salary Desired $_______________
How did you hear about this job opening?
Friend/Relative (name) _____________________________ District Team Member (name) ___________________________________ Desert Sun Newspaper District Brochure Employment Expo CareerBuilder District Website
CPRS NRPA CSDA Jobs Available Bluefish.com Other Internet site (please specify) __________________________ Other- if not listed above (please specify) __________________________________________
PERSONAL INFORMATION
Have you ever applied to or worked for the District before? Yes No
If yes, please give dates, department and position: ______________________________________________
Do you have any friends or relatives employed with the District? Yes No
If yes, state name(s) and relationship:____________________________________ ___________________
A
VAILABILITY
Please indicate the days that you are willing and available to work: Anyday/Anytime
**If you did not select “Anyday/Anytime”, please indicate the days below that you are available to work.
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
Please indicate any times you would not be available to work on the days indicated above:
(ex:Sunday, 6:00 a.m. – 9:00 a.m.) ____________________________________________________________________________________
A
DDITIONAL
I
NFORMATION
1) Why are you applying for work at the Desert Recreation District? _________________________________________________________ 2) Indicate any languages in which you are fluent: English Spanish Other____________________________
3) If hired, would you have a reliable means of transportation to and from work? Yes No
4) Are you at least 18 years of age? (If under 18, hire is subject to verification that you are of minimum legal age.) Yes No
5) If hired, can you present evidence of your U.S. citizenship or proof of your legal right to live and work in this country? Yes No
6) Are you able to perform the essential functions of the job for which you are applying? Yes No If no, describe the functions that cannot be performed.
________________________________________________________________________________________________________________ ________________________________________________________________________________________________________________ (Note: We comply with the ADA and consider reasonable accommodation measures that may be necessary for eligible applicants/employees to perform essential functions. Applicant may be subject to passing a medical examination as well as skill and agility tests.)
7) Have you ever been convicted of a felony or misdemeanor or been on parole or probation? NO YES DATE: ________________
List all convictions after your 18th birthday. (Convictions for Marijuana-related offenses that are more than two years old need not be listed.)
**Failure to disclose all facts and convictions will result in disqualification from employment or termination from employment.
________________________________________________________________________________________________________________ ________________________________________________________________________________________________________________ (Note: No applicant will be denied employment solely on the grounds of conviction of a criminal offense. The nature of the offense, date of the offense, the surrounding circumstances and the relevance of the offense to the position(s) applied for may, however, be considered.)
E
DUCATIONAL
H
ISTORY
Do you have a High School Diploma or a G.E.D. certificate? Yes No
If NO, check highest grade completed: 7 8 9 10 11 12
List below all course work, special training or seminars that you have taken that relate to the requirements of this position. If your training resulted in a degree, you need only list the major and type of degree.
Name and address of: Major Subjects of Degree Obtained If no Degree, total hours completed School, College, Vocational School or Course of Study
Use the space below to fully describe any additional job related skills, knowledge, licenses or special training you
possess which relate to this position:
__________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________
E
MPLOYMENT
H
ISTORY
Please list your most recent work experience first. Carefully account for all employment, paid or unpaid, over the last ten (10) years. If you were not employed or were a student for this period of time, please indicate such on the application. Use additional sheets, if necessary. All additional sheets must be in the format as presented below and signed by the applicant. If you wish to elaborate on your experience, a resume may be attached, but this section MUST be completed in its entirety. A resume will not be a substitute for the information required in this section. Your application will be rejected if you fail to complete this section and/or write “See Resume”.
EMPLOYER:________________________________________ POSITION YOU HELD:________________________________________________ ADDRESS:_________________________________________ DESCRIBE YOUR DUTIES:_____________________________________________ _________________________________________________ ________________________________________________________________ PHONE NUMBER:____________________________________ ________________________________________________________________ DATES WORKED: FROM: _____________ TO:_____________ ________________________________________________________________
(MM/YY) (MM/YY) SUPERVISOR’S NAME:_______________________________________________ STARTING SALARY:$____________________ SUPERVISOR’S TITLE:_______________________________________________ ENDING SALARY: $____________________ REASON FOR LEAVING:______________________________________________ MAY WE CONTACT THIS EMPLOYER? YES NO
EMPLOYER:________________________________________ POSITION YOU HELD:________________________________________________ ADDRESS:_________________________________________ DESCRIBE YOUR DUTIES:_____________________________________________ _________________________________________________ ________________________________________________________________ PHONE NUMBER:____________________________________ ________________________________________________________________ DATES WORKED: FROM: _____________ TO:_____________ ________________________________________________________________
(MM/YY) (MM/YY) SUPERVISOR’S NAME:_______________________________________________ STARTING SALARY:$____________________ SUPERVISOR’S TITLE:_______________________________________________ ENDING SALARY: $____________________ REASON FOR LEAVING:______________________________________________ MAY WE CONTACT THIS EMPLOYER? YES NO
EMPLOYER:________________________________________ POSITION YOU HELD:_______________________________________________ ADDRESS:_________________________________________ DESCRIBE YOUR DUTIES:_____________________________________________ _________________________________________________ ________________________________________________________________ PHONE NUMBER:____________________________________ ________________________________________________________________ DATES WORKED: FROM: _____________ TO:_____________ ________________________________________________________________
(MM/YY) (MM/YY) SUPERVISOR’S NAME:_______________________________________________ STARTING SALARY:$____________________ SUPERVISOR’S TITLE:_______________________________________________ ENDING SALARY: $____________________ REASON FOR LEAVING:_____________________________________________ MAY WE CONTACT THIS EMPLOYER? YES NO
EMPLOYER:________________________________________ POSITION YOU HELD:_______________________________________________ ADDRESS:_________________________________________ DESCRIBE YOUR DUTIES:_____________________________________________ _________________________________________________ ________________________________________________________________ PHONE NUMBER:____________________________________ ________________________________________________________________ DATES WORKED: FROM: _____________ TO:_____________ ________________________________________________________________
(MM/YY) (MM/YY) SUPERVISOR’S NAME:_______________________________________________ STARTING SALARY:$____________________ SUPERVISOR’S TITLE:_______________________________________________ ENDING SALARY: $____________________ REASON FOR LEAVING:_____________________________________________ MAY WE CONTACT THIS EMPLOYER? YES NO
R
EFERENCES
List three persons not related to you who have knowledge of your work performance within the last three years.
NAME:_________________________________________ OCCUPATION:_________________________________________
PHONE NUMBER:_________________________________ EMAIL ADDRESS:_______________________________________ NO.OF YEARS ACQUAINTED:___________
NAME:_________________________________________ OCCUPATION:________________________________________ PHONE NUMBER:_________________________________ EMAIL ADDRESS:______________________________________ NO.OF YEARS ACQUAINTED:___________
NAME:_________________________________________ OCCUPATION:_________________________________________ PHONE NUMBER:_________________________________ EMAIL ADDRESS:_______________________________________ NO. OF YEARS ACQUAINTED:___________
Please Read Carefully, Initial Each Paragraph and Sign Below:
_____
Initials I hereby certify that I have not knowingly withheld any information that might adversely affect my chances for employment and that the answers given by me are true and correct to the best of my knowledge. I further certify that I, the undersigned applicant, have personally completed this application. I understand that any omission or misstatement of material fact on this application or on any document used to secure employment shall be grounds for rejection of this application or for immediate discharge if I am employed, regardless of the time elapsed before discovery.
_____
Initials I hereby authorize the District to thoroughly investigate my references, work record, education and other matters related to my suitability for employment and, further, authorize the references I have listed to disclose to the District any and all letters, reports, and other information related to my work records, without giving me prior notice of such disclosures. In addition, I hereby release the District, my former employers and all persons, corporations, partnerships and associations from any and all claims, demands or liabilities arising out of or in any way related to such investigation or disclosure.
_____
Initials I understand that nothing contained in the application, or conveyed during any interview which may be granted or during my employment, if hired, is intended to create an employment contract between me and the District. In addition, I understand and agree that if I am employed, my employment is for no definite or determinable period and may be terminated at any time, with or without prior notice, at the option of either myself or the District, and that no promises or representations contrary to the foregoing are binding on the District unless in writing and signed by me and the District’s designated representative.
_____
Initials I further understand that my position as an employee is contingent upon the completion of a Background Questionnaire as required by Section 11105.3 of the Penal Code as well as the successful completion of a drug test.
_____ I hereby certify that I have read and understand the attached District Image Standards sheet. Initials
________________ _______________________________________________________ Date Applicant’s Signature
vc. 110112
