Clerk Typist 3

Nature and Scope of Work This is moderately complex clerical and typing work. The work entails performing repetitious and routine clerical procedures without receiving direct and/or detailed instructions from superiors. An employee of this class types and processes a variety of files, records, reports, correspondence and statements, and provides and receives information to and from various internal and external sources.

The work of this class is distinguished from that of the Clerk Typist 2 by the more responsible level of the work which must be performed without direct supervision, requiring the exercise of considerable independence of action and judgement within established guidelines. Work performance is evaluated by a superior for accuracy and conformance with established practices and procedures.

Illustrative Examples of Work Maintains detailed daily records of all aspects and categories of employee time; transfers such data onto time cards for computer processing. Checks, enters and verifies data such as budget information, hours worked, sick leave, vacation time, equipment and materials usage and units of work completed on computerized operations management systems; verifies invoices prepared by accounts receivable.

Prepares and maintains records, correspondence, reports, forms, files and other documents relative to various reports and files; distributes and mails same as required; types consolidated information; contacts other agencies for reports and documents as required. Receives diversified calls, inquiries and complaints from the public including bylaw infraction complaints and processes same with authority and expediency such requiring a considerable knowledge of applicable procedures, policies, bylaws and regulations; and as required assembles files and distributes to bylaw enforcement staff for action.

Processes the less controversial freedom of information requests for review and approval by superior; searches files and compiles requested information; and vets information with regard to legislative compliance and third party interests. Prepares and maintains records relative to all Hall inspections; prepares all purchase requisitions; codes all invoices for payment.

Processes applications for a variety of permits for oil, propane and gasoline installation, soil deposit and removal and secondary suites; obtains required information from applicants and reviews for completeness; forwards applications to appropriate technical staff for review and approval as required; circulates applications to other departments; within defined authority issues routine permits; computes and collects fees for same.

Prepares and maintains records relative to stock requisition, hydrant inspections, vehicle petrol supplies, clothing issues and related matters. Maintains adequate stock of office supplies; receives, opens and distributes incoming mail; performs a variety of related clerical tasks. Assembles and prepares draft council agenda and forwards to superiors for review; gathers agenda items; may contact staff to arrange for or expedite the preparation of reports and related materials; searches previous minutes for references to selected agenda topics as requested; types, edits and proofreads minutes; reviews and verifies accuracy of information in a variety of related correspondence, reports, memos, draft bylaws against municipal records, land titles, applicable bylaws, official community plans and related documents; forwards draft minutes to superiors for review; produces final copies of minutes and agenda and distributes same to participants within defined deadlines; updates and maintains information management documents on the webpage; and books venues and rooms for meetings.

Summarizes and totals required data for typing of Quarterly Report for submission to Council; types and distributes a variety of correspondence, agenda, minutes, memos, reports and schedules; prepares and maintains a variety of records, reports and tabulations related to the work. Performs related work as required. Required Knowledges, Abilities and Skills Thorough knowledge of business English, spelling, punctuation and arithmetic.

Considerable knowledge of modern office practices and procedures. Considerable knowledge of departmental rules, regulations, methods and procedures as they relate to the work performed. Sound knowledge of the rules and Union agreements governing the recording of employee time records for payroll purposes. Working knowledge of Provincial and Municipal laws, statutes and bylaws as such relate to the work performed.

Ability to perform typing and clerical assignments as received from a variety of sources. Ability to independently initiate a variety of repetitive, routine clerical procedures and to carry same through to completion with minimal supervision. Ability to process with authority, a variety of calls, complaints and inquiries and provide information and assistance to the public in explaining and interpreting specific bylaws, regulations and departmental procedures related to the work performed.

Ability to compose routine correspondence and to prepare, type and maintain a variety of records, reports, statements and related documents. Ability to deal effectively with the public, uniformed members and officials and to interpret and explain rules, regulations and procedures. Desirable Training and Experience Completion of Grade 12 including or supplemented by typing and commercial courses plus sound related experience preferably as a Clerk Typist II; or an equivalent combination of training and experience.

Required Licences, Certificates and Registrations Valid Class 5 Driver’s Licence for the Province of British Columbia.