Office Clerk II - Part-Time

The Clerk II Office is responsible for professionally and positively managing the main reception area for guests, visitors and employees.
Directs all parties to their appropriate destination, directs incoming phone calls, dispatches emergency facility requests, and manages other administrative duties as assigned.
RESPONSIBILITY LEVEL: Responsible for maintaining services related to Answering Message Center, General Reception, Distribution Office, Central Services work orders and miscellaneous clerical duties.
Answering incoming phone calls to multiple phone lines, greeting customers in a professional and courteous manner, dispatching emergency facility service needs, operating fax, copier, binding machines, TTY services, retrieving and documenting messages from the KCJC Absence Reporting Line and other related clerical activities.
Other duties may include distribution of information, forms, EBT cards, gas cards, bus passes and bus tokens.
PRINCIPAL DUTIES: 1.
Greet all customers in a pleasant and professional manner and notify appropriate persons of arrival of scheduled and unscheduled visitors.
2.
Maintain daily operational services related to Answering Message Center.
3.
Maintain a professional demeanor when greeting all visitors/customers in a pleasant and professional manner.
4.
Answer all incoming calls in a pleasant and professional manner and record accurate and complete messages in record keeping book.
5.
Maintain copies of all general documents that are utilized by staff and participants on a regular basis and have them presented in an organized and efficient manner.
6.
Inform participants of staff availability.
7.
Maintain EBT, bus pass, token and gas card operations.
8.
Handout necessary forms and assist as appropriate.
(i.
e.
FoodShare, BadgerCare, etc.
) 9.
Assist participants with utilizing the computers in General Reception for the purpose of applying for benefits, checking the status of their case or other income maintenance activities.
10.
Maintain accurate records including: message books, daily phone totals, transaction totals for projects completed, and daily outgoing fax totals.
11.
Retrieve messages from the participant Absence Reporting Line and Workshop Line and record in appropriate computer programs.
12.
Prepare data for monthly/annual reports applicable to job related activity.
13.
Scan in all income maintenance documents from the agency to the CDPU.
14.
Completion of projects such as binding, copying, mass faxing, folding, etc.
15.
Provide data entry assistance as needed to KCJC/HSB staff.
16.
Carry out safety/security procedures, including the 1033 emergency procedure as directed by appropriate personnel.
17.
Follow Answering Message Center/General Reception policies and procedures.
18.
Order office and other supplies as needed.
19.
Assist in office machine maintenance, particularly copy machines.
20.
Maintain a safe and professional work environment.
21.
Perform other appropriate duties as assigned.
REQUIREMENTS: * Minimum high school graduate or equivalent is required.
* Vocational/Technical degree preferred.
* One year related experience preferred.
CORE COMPETENCIES: * Knowledge of switchboard operations in an office environment.
* Ability to handle high volume telephone calls/visitors.
* Pleasant telephone voice and full knowledge of telephone etiquette.
* Ability to handle sensitive/difficult situations and maintain a high level of confidentiality.
* Ability to prepare and maintain neat, accurate and complete records of reports.
* Ability to set priorities, work independently, and solve work related problems.
* Ability to work and communicate effectively with employees, the public, and a variety of individuals in a professional and cooperative manner.
* Knowledge of safety practices and procedures in the working environment.
* Ability to maintain confidentiality of communication between service participants and Job Center Staff.
PHYSICAL/SENSORY DEMANDS: * Ability to sit for long periods of time at switchboard stations.
* Ability to manipulate computer, keyboards and telephones.
Repetitive use of hands is required in the form of fine manipulations while using computer, keyboards and switchboard.
* Ability to speak clearly and hear well in order to effectively use communications equipment.
* Ability to move throughout office areas.
* Ability to stand, walk, squat, bend, twist, kneel and reach above shoulders.
* Ability to lift 25 pounds.
(SEW) (KCJC) Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
41 CFR 60-1.
35(c)