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Career Opportunity Bulletin

CLERK TYPIST III

CODE:  001300     PAY GRADE:  13     ($11.63 - 16.48/hr.)

Value of State-paid Health and Dental Insurance:  $310.74 biweekly.
Value of State’s share of Employee’s Retirement:  18.54% of pay.




EFFECTIVE DATE:  September 3, 2006

CLOSING DATE:  Until Canceled

JOB DESCRIPTION:

This is advanced clerical and typing work of a highly independent nature or with supervisory responsibility for overseeing, monitoring, and coordinating the work of a small clerical unit.  Employee carries out a wide variety of complex clerical work in accordance with standard procedures and makes independent decisions concerning the processes to be followed, the appropriateness of the information to be processed, and the actions to be taken.

MINIMUM REQUIREMENTS:

In order to qualify, you must have four (4) years of responsible clerical experience including two (2) years at the Clerk Typist II level or equivalent.  NECESSARY SPECIAL REQUIREMENT:  You must indicate on your application your ability to type 40 words per minute.

GENERAL INFORMATION:

Qualified applicants will be added to a new Employment Register for this classification.
Positions in this classification will be retitled Office Associate II.
You must complete an application for this job class regardless of your status on similar or pre-existing registers.
You must submit one self-addressed, stamped envelope with your application for notification of your Training & Experience Evaluation results.

TYPICAL DUTIES in this job classification include:

Plans and assigns unit work, and ensures smooth processing flow.
Trains and explains methods and procedures to clerical staff, and demonstrates the operation of basic and specialized equipment.
Assigns and oversees the typing of documents and records from handwritten draft and dictated magnetic tapes.
Types a variety of letters, memoranda, complex and voluminous reports, contracts, transmittals, agenda, and similar documents.
Prepares meeting agendas.
Reviews and resolves problems relating to office regulations and procedures.
Responds to inquiries.

TESTING PROCEDURE:

A numerical score will be assigned based on the information you provide in your application and Supplemental Qualifications Form as compared to criteria developed by experts who are familiar with this job and its requirements.

The Bureau of Human Resources reserves the right to use any other selection devices necessary in order to identify those candidates who are most qualified.

APPLICATION INFORMATION:

You must complete a State of Maine application form (revised October 2005) available at the Bureau of Human Resources in Augusta, all Maine CareerCenter Offices, and on our Web Page (www.maine.gov/statejobs).  Be as complete as possible in describing education, training, and work experience (paid and unpaid) on your application.  Additional sheets may be used; however, information must be in the same format as shown on the application form.

The completed application form, including the required Supplemental Qualifications Form, proof of licensing/registration/certification, copies of post-secondary transcripts, etc. must be sent to:

BUREAU OF HUMAN RESOURCES
#4 STATE HOUSE STATION
AUGUSTA, MAINE  04333-0004

TELEPHONE:  (207) 624-7761          TTY:  1-888-577-6690

(Located at the Burton M. Cross Building, 4th Floor)

INCOMPLETE APPLICATIONS WILL BE RETURNED WITHOUT PROCESSING.

PLEASE KEEP A COPY OF YOUR APPLICATION MATERIALS.  WE ARE UNABLE TO PROVIDE COPIES OF SUBMITTED MATERIALS.

Maine State Government is an Equal Opportunity/Affirmative Action Employer


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SUPPLEMENTAL QUALIFICATIONS FORM

BUREAU OF HUMAN RESOURCES
STATE HOUSE STATION #4
AUGUSTA, MAINE 04333-0004

(Located at the Burton M. Cross Building, 4 th Floor)

CANDIDATE’S NAME:

 

CLASSIFICATION TITLE:

OPTION:

CODE:

Clerk Typist III

 

001300

 

INSTRUCTIONS:

This request for supplemental information is to allow you to directly relate your education and experience to specific job requirements. If you need more space, attach additional sheets and identify the area(s) to which they relate. If you need more information, please call (207) 624-7761. Normal work hours are Monday through Friday from 8:00 a.m. until 5:00 p.m.

The statements you make will be the basis for evaluating your specific suitability for this particular work and provide the basis for making a numerical evaluation of training and experience. This form, upon submission to the State of Maine, becomes part of the examination process and is held to be confidential. False or misleading statements may result in rejection of your Application for Employment or dismissal from Maine State Service if selected.

Statements made on this form and in your application are subject to verification by the Bureau of Human Resources and the Appointing Authority.

Please select the statement which best describes your education and experience: 

_____ I have two (2) years training and education such as vocational technical institute, adult education clerical coursework, and/or secretarial school courses and two (2) years clerical office work experience.
   
_____ I have a four (4) year combination of clerical office work experience and/or education such as vocational technical institute, adult education clerical coursework, and/or secretarial school courses.
   
_____ I have less than a four (4) year combination of clerical office work experience and/or education such as vocational technical institute, adult education clerical coursework, and/or secretarial school courses.
   
_____ I have four (4) years clerical office work experience.

Please select the statement which best describes your typing ability:

_____ I do not possess typing skills.
   
_____ I type less than 40 words per minute.
   
_____ I type 40 or more words per minute.



Please select all statements which apply to your knowledge, skills, and abilities.

I have:

_____

manual alphabetical filing system experience.

 

 

_____

coordinated, scheduled, and planned events and/or meetings.

 

 

_____

used a facsimile machine.

 

 

_____

received and responded to incoming calls.

 

 

_____

scheduled rooms, meetings and/or appointments.

 

 

_____

prepared purchase orders.

 

 

_____

evaluated performance of subordinate employees.

 

 

_____

a post high school certificate in secretarial sciences.

 

 

_____

responded in writing to customer requests and/or complaints.

 

 

_____

manual chronological filing system experience.

 

 

_____

prioritized and assigned unit’s work.

 

 

_____

performed data entry.

 

 

_____

ensured that outgoing correspondence had required enclosures and attachments.

 

 

_____

presentation software education.

 

 

_____

conducted library and reference source searches.

 

 

_____

assisted applicants, clients, and others with filling out forms.

 

 

_____

word processing experience.

 

 

_____

the ability to type 50 or more words per minute.

 

 

_____

provided training on office equipment.

 

 

_____

proofread forms and examined them for completeness.

 

 

_____

prepared monthly accomplishment reports.

 

 

_____

responded orally (in person) to customer requests and/or complaints.

 

 

_____

prepared new folders for a manual filing system.

 

 

_____

gathered and organized information for reports.

 

 

_____

prepared and distributed meeting agendas.

 

 

_____

taken meeting minutes and prepared summaries for distribution.

 

 

_____

database experience.

 

 

_____

determined office supply needs and maintained an appropriate inventory level.

 

 

_____

taken and/or transcribed dictation.

 

 

_____

interpreted and explained regulations, policies, and/or procedures.

 

 

_____

requisitioned office supplies and/or equipment.

 

 

_____

word processing education.

 

 

_____

monitored unit’s work according to standard operating procedures.

 

 

_____

developed a manual office filing system.

 

 

_____

presentation software experience.

 

 

_____

maintained time and attendance records.

 

 

_____

suggested and implemented office process improvements.

 

 

_____

maintained a supervisor's calendar to ensure that meetings, conferences, and travel were not in conflict.

 

 

_____

maintained logs to track responses to correspondence.

 

 

_____

internet/web based application experience.

 

 

_____

scheduled and placed conference calls.

 

 

_____

used discretion in dispensing confidential information.

 

 

_____

distributed daily assignments, coordinated the activities of subordinate workers, determined priorities and ensured meeting of deadlines.

 

 

_____

developed procedures to file office documents and materials.

 

 

_____

performed arithmetic calculations which included fractions, decimals, and/or percentages.

 

 

_____

used a plastic binding system.

 

 

_____

an Associate’s Degree or above in secretarial sciences. 

 

 

_____

retrieved requested records from a manual filing system.

 

 

_____

evaluated employee complaints and documented personnel actions.

 

 

_____

spreadsheet education.

 

 

_____

independently composed, formatted, and typed business correspondence for final approval.

 

 

_____

used copiers.

 

 

_____

received visitors and directed them to appropriate personnel.

 

 

_____

sorted and distributed mail.

 

 

_____

used a TTY phone.

 

 

_____

gathered and organized information for presentations.

 

 

_____

transferred calls to appropriate personnel.

 

 

_____

used scanners.

 

 

_____

applied problem solving skills.

 

 

_____

tabulated cash received and made deposit slips.

 

 

_____

monitored and supervised a manual office filing system.

 

 

_____

used imaging equipment.

 

 

_____

trained other employees on office procedures.

 

 

_____

used a multi-line phone system.

 

 

_____

maintained a manual office filing system.

 

 

_____

used adding machines.

 

 

_____

delivered on-the-job training.

 

 

_____

proofread documents for spelling, punctuation, and grammar.

 

 

_____

used microfiche equipment.

 

 

_____

internet/web education.

 

 

_____

made travel arrangements, reservations, and purchased tickets for a supervisor and/or staff.

 

 

_____

database education.

 

 

_____

created computerized charts and/or graphs.

 

 

_____

used printers.

 

 

_____

created a computerized presentation.

 

 

_____

typed routine business documents such as form letters.

 

 

_____

spreadsheet experience.

 

 

_____

formatted and typed standard business correspondence.

 

 

_____

independently composed, reviewed, edited, typed and/or approved correspondence.

 

 

_____

basic math skills such as adding, subtracting, multiplying and dividing.

 

 

_____

received and/or paid out cash.

 

 

_____

maintained billings and posted charges and credits to accounts.

 

 

_____

compiled and calculated financial data in order to prepare work sheets, reports, and/or to provide information.

 

 

_____

delivered presentations.

 

 

_____

examined invoices, expense records, requisitions, purchase orders, payrolls, and/or other financial documents in order to determine completeness and accuracy.