Data Entry Clerk, Part Time

Position: Data Entry Clerk Department: Power Division: Administrative/Power

Pay Range: $18.00 - $20.00 per hour

GENERAL PURPOSE AND ROLE SUMMARY

The Data Entry Clerk Part-Time holds a crucial independent position within the Washington City Power Departments Administration Division. This role is responsible for performing a comprehensive and diverse array of clerical duties essential for maintaining the smooth efficient and professional operation of the department. The incumbent serves as the primary front-line representative for the Power Department requiring direct involvement with the public through the implementation of established customer service programs and best practices. All work must be conducted meticulously in accordance with established departmental and city-wide processes and procedures ensuring accuracy and compliance in all operations.

SUPERVISION RECEIVED:

The Data Entry Clerk reports directly to the Administrative Assistant and operates under their general supervision. The incumbent is expected to work with a high degree of independence exercising sound judgment in executing daily tasks and adhering to departmental guidance.

SUPERVISION EXERCISED:

This is a non-supervisory position. The incumbent will not be responsible for the direction oversight or performance management of any other staff members.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

The core responsibilities of this position are centered on providing high-quality clerical support and outstanding customer service:

• Customer Service and Clerical Support: Deliver consistently professional high-touch customer service and provide comprehensive clerical and administrative support to the Power Department staff and administration.
• Office Resource Management: Actively assist in monitoring and maintaining accurate office inventory levels and initiate procurement requests for necessary materials equipment and supplies to ensure continuous departmental operation.
• Work Order Processing: Take responsibility for the accurate preparation processing and finalization of departmental work orders ensuring timely and complete documentation.
• Public Inquiry and Complaint Resolution: Serve as the initial point of contact for receiving logging and addressing a wide range of inquiries questions and complaints from the public proactively working to resolve related issues effectively and professionally escalating complex matters as necessary.
• Data Management and Reporting: Operate a personal computer with proficiency to input update and retrieve sensitive departmental data. This includes generating essential departmental reports and developing maintaining and utilizing complex spreadsheet documents for tracking key metrics.
• Other Related Duties: Perform any additional duties tasks or projects as assigned by the Administrative Assistant or Department Head to contribute to the overall effectiveness and efficiency of the Power Department.

MINIMUM QUALIFICATIONS

Education and Experience:

Candidates must meet one of the following criteria demonstrating a foundational background suitable for the administrative duties:

1. High School Graduate with Specialized Training and Experience:

• High school graduation with formal coursework emphasizing secretarial science general office practice and administrative procedures;
• AND Completion of one (1) year of specialized training directly related to the clerical duties outlined above;
• AND Two (2) years of responsible relevant experience performing the duties described or related data entry functions.

Equivalent Combination:

• An equivalent combination of education and experience that provides the necessary knowledge skills and abilities to successfully perform the essential functions of the position.

Knowledge Skills and Abilities:

The successful candidate will possess a strong command of administrative practices:

• Knowledge Base: Possess a foundational and working knowledge of modern office practices and procedures; standard grammar spelling and punctuation; current professional filing systems (including both alphabetical and numeric organization); operational use of personal computers; professional telephone etiquette; and proficiency with various standard office machines (e.g. ten-key calculator multi-function copy machine). A basic understanding of administrative and municipal procedures is required.
• Technical Skills: Demonstrated advanced skill in utilizing computer programs and files including a high degree of proficiency with word processing (e.g. Microsoft Word) spreadsheet applications (specifically Microsoft Excel for data manipulation and analysis) and presentation software (e.g. Microsoft PowerPoint).
• Core Abilities: The proven ability to exercise initiative and independent judgment in the execution of daily tasks; act resourcefully logically and calmly under various working conditions; communicate complex information and instructions effectively both verbally in person and over the phone and clearly in written correspondence; establish and maintain constructive and effective working relationships with internal colleagues personnel from other agencies and the general public; and accurately establish and maintain comprehensive and confidential records and files.

Special Qualifications:

• Professional Interaction: Must consistently demonstrate the ability to interact professionally courteously and positively with the public maintaining a service-oriented attitude and effectively managing stressful or emotionally charged customer service situations with composure and tact.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The incumbent will primarily work within a standard professional office setting which includes climate-controlled conditions. The position requires various physical activities that are not typically strenuous or muscularly demanding such as prolonged periods of sitting standing walking short distances stooping reaching and occasional light lifting of office supplies or files. Essential functions necessitate robust communication abilities including the capacity for talking hearing and clear seeing (including near and far acuity). Rapid and accurate keyboarding speed is a critical requirement for this data-intensive role. The position involves common and sustained eye hand finger dexterity for computer operation along with leg and foot dexterity for mobility. Mental application requires a reliable memory for details adherence to complex verbal instructions emotional stability and resilience highly discriminatory thinking for problem-solving and some degree of creativity in generating documents and presentations.

As per Washington City policy and/or procedures a background check and drug screening evaluation will be required for potential new hire candidates prior to an offer of employment. I understand that if I am under the age of 18 I must have my parent or my legal guardian grant their permission for the background check and drug screening test to be performed.