JOB DESCRIPTION. Work Shift:

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1 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 Page 1

2 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, certification and/or license which may be required for employment in this position. Page 2

3 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 Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Page 3

4 Oasis Street Indio, California Phone (760) Fax (760) Website: 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. INCOMPLETE 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 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:_ Name Relationship to you

5 AVAILABILITY 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.) ADDITIONAL INFORMATION 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 18 th 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.) EDUCATIONAL HISTORY Do you have a High School Diploma or a G.E.D. certificate? Yes No If NO, check highest grade completed: 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 Institute or Other Schools Attended

6 Use the space below to fully describe any additional job related skills, knowledge, licenses or special training you possess which relate to this position: EMPLOYMENT HISTORY 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

7 REFERENCES List three persons not related to you who have knowledge of your work performance within the last three years. NAME: _ OCCUPATION: _ PHONE NUMBER: ADDRESS: NO. OF YEARS ACQUAINTED: _ NAME: _ OCCUPATION: PHONE NUMBER: ADDRESS: NO. OF YEARS ACQUAINTED: _ NAME: _ OCCUPATION: _ PHONE NUMBER: ADDRESS: NO. OF YEARS ACQUAINTED: _ Please Read Carefully, Initial Each Paragraph and Sign Below: 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. 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. 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. I further understand that my position as an employee is contingent upon the completion of a Background Questionnaire as required by Section 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. _ Date Applicant s Signature Rev. 3/30/11

8 PART-TIME OFFICE/RECORDS CLERK SUPPLEMENTAL QUESTIONNAIRE As part of your application, please complete the following Supplemental Questions. The information provided on this form will be used in combination with your application to determine whether you meet the qualification requirements. Only those applicants who meet the minimum qualification requirements for this position will be evaluated further. 1. The position of part-time Office/Records Clerk requires applicants to have a High School diploma or equivalent AND two (2) years of increasing responsibility in a clerical/secretarial position. Please indicate how you meet this requirement: 2. The position also requires applicants to have at least one year of experience in document/records management. Please indicate how you meet this requirement: 3. The position requires software proficiency in Word, Excel and Outlook. Please indicate how you meet this requirement: 4. This position requires the ability to multi-task. Please describe your experience in prioritizing multiple assignments: 5. Please describe what customer service means to you. Date: Applicant s Signature: vc