Clerk II

Job Description:
Clerk II
Performs a broad range of clerical work in support of one or a variety of business functions, which may include opening and sorting mail, compiling and tabulating data, answering phones, checking documents for accuracy, transporting documents, and maintaining files. Performs complex (journey-level) clerical work. Works under general supervision, with limited latitude for the use of initiative and independent judgment. Under the direction of the Switchboard Manager, places, answers and transfers local and long-distance calls. Keeps records and performs clerical duties that are necessary to the PBX. Schedule vehicles and distribute keys to state vehicles for the Vernon Campus. Provide coverage as needed and directed to switchboard personnel on the Vernon Campus. This is rotating position that must be able to work isolated and independently. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Performs clerical work, including operating Private Branch Exchange (PBX) equipment, multi-line high volume calls office telephone system to include switchboard, or console. Work involves placing, answering, and transferring calls; receiving visitors; and providing general information promptly and courteously.

Schedule vehicles and distribute keys for the Vernon Campus. Issue credit cards as indicated. Log all pertinent information pertaining to the issuance of the vehicle keys and credit cards. Check the approval vehicle driver list prior to issuing keys\credit cards.

Handles all unusual occurrences, fire maintenance problems, and all emergency calls. Must be able to communicate urgent information throughout the hospital and to emergency personnel. Operator will remain at his/her duty station during an emergency/disaster unless all telecommunications capabilities have been rendered unusable and he/she is directed to another area and duty by the person in charge during said emergency/disaster, or if personal harm or danger seems imminent and flight or safe shelter is deemed necessary.

Monitor and update computerized after hours on-call logs received from each department daily including Administrator on Duty (AOD), Medical provider on Duty (MOD), Clinical staff, and maintenance to ensure the most current and correct contact information is readily available in case of afterhours occurrences needing resolved urgently.

Provide liaison services for language interpreters and consumers. contacts and refers callers or visitors to the interpreter on the grounds over the phone services if available. Or to the 1- language line or resources at other agencies or organizations.

Greets visitors and notifies appropriate staff of their arrival. Provides forms and general information to visitors and forwards completed forms to appropriate departments.

Collect money for meal tickets sales and makes after 5pm and week-end money deposits, using numbered envelopes and enters all information into the proper log and placed in a locked drop box to be retrieved by the hospital cashier the next day.

Track and records all in-coming and out -going calls logs. Performs clerical duties that are necessary to relating to Switchboard operations.
Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:
Knowledge of office procedures; spelling, punctuation, and grammar; business or program terminology, methods, and procedures.
Skill in the use of a computer and office equipment.
Ability to prepare and maintain records, files, and reports; to transfer stock from one location to another; and to communicate effectively.
Ability to operate the PBX switchboard.
Ability to work in harmony with co-workers and clients.
Ability to operate all equipment necessary to perform task.
Ability to communicate effectively.
Ability to apply principles of HIPPA.

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