CLERK TYPIST JOB DESCRIPTION

County and municipal offices run on paperwork that must be right. A Clerk Typist in local government produces the typed correspondence, meeting materials, and permit records that public-facing departments depend on for accurate, timely service. The role sits within a single department, such as planning, development services, or county administration, where it supports both professional staff and the public under immediate supervisory oversight. Strict adherence to departmental procedures and applicable public records standards governs how documents are prepared, routed, and filed.

As the Clerk Typist, you prepare and process documents, correspondence, and data records that keep a government department's daily operations compliant and on schedule, supporting staff from receipt of materials through final routing and filing. Working within a structured policy framework, you report to a department supervisor or planning manager and serve as the public's first point of clerical contact, fielding inquiries and directing requests in accordance with established rules and procedures.

Career Impact: Gaining direct experience with municipal permitting workflows and public records requirements builds the specialized administrative credentials that advance careers in civil service.

Business Impact: Accurate, timely document preparation by the Clerk Typist keeps Planning Commission agendas, permit applications, and county records moving without delay for residents and department staff.

Growth Opportunity: Demonstrated performance at this level is a recognized pathway to Clerk Typist II and higher-grade administrative classifications within civil service systems, where seniority and tested skills determine advancement.

• Prepare typed correspondence, meeting agendas, public notices, and staff reports from rough drafts or oral instruction, ensuring accuracy in grammar and punctuation.
• Process and route departmental mail, documents, and materials to appropriate staff, agencies, and external parties on time.
• Maintain filing systems for department records, applications, and attachments in accordance with prescribed alphabetical, numerical, and procedural methods.
• Enter and retrieve data in department databases and program-specific systems, verifying completeness and accuracy of information entered.
• Answer telephone inquiries and greet walk-in visitors, explaining department rules, regulations, permit requirements, and procedures to the public.
• Coordinate schedules, appointments, and meeting logistics for department staff and commission activities.
• Review documents such as permit applications and correspondence for completeness, comparing against source records and flagging discrepancies for resolution.
• Support billing and records functions by preparing requests for missing documentation and maintaining attachment files related to submittals.

• Bachelor's degree in office administration, public administration, or a related field, or equivalent work experience.
• 2 or more years of clerical or administrative experience in an office setting, with demonstrated handling of multi-step document workflows.
• Demonstrated typing accuracy at a minimum of 40 words per minute on a computer keyboard.
• Proficiency in business English, including spelling, grammar, punctuation, and the ability to proofread and correct written materials.
• Ability to perform basic mathematical computations, including tabulations and arithmetic comparisons, accurately and within time constraints.
• Strong organizational skills with the ability to manage competing priorities, maintain filing systems, and process high volumes of work under supervision.
• Ability to communicate clearly and courteously with the public, elected officials, and professional staff in person, by telephone, and in writing.
• Understanding of records confidentiality requirements and the ability to handle sensitive departmental documents appropriately.

• Prior experience supporting a planning bureau, development services department, or similar government regulatory function.
• Familiarity with public records procedures, permit processing, or municipal licensing requirements.
• Experience preparing or proofreading public-facing documents such as agendas, meeting packets, or official correspondence for commission or board review.
• Valid driver's license appropriate to the jurisdiction, where departmental operations require occasional off-site travel.

• Typing accuracy rate, measured against the department's minimum keystrokes-per-hour or words-per-minute threshold on periodic assessments.
• Document turnaround time, tracking how promptly correspondence and permit-related materials are typed, proofed, and routed for signature.
• Filing accuracy rate, reflecting the proportion of records indexed and stored without retrieval errors during audit or internal review.
• Public inquiry resolution rate, measuring the share of telephone and walk-in questions handled correctly without escalation to professional staff.
• Volume of processed documents per period, reflecting throughput against the department's established workload benchmarks.
• Typical tools: Word processing and spreadsheet applications (commonly Microsoft Word, Excel); department-specific data entry systems.

• Base Salary Range: $36,000 to $48,000 per year, depending on civil service grade and location
• Bonus: Generally not applicable; merit step increases apply within grade
• Equity: Not applicable for government positions
• Health Benefits: Comprehensive medical, dental, and vision through public employee benefit programs
• PTO: 10 to 15 days vacation, plus sick leave and government-observed holidays
• Common Perks: Pension or defined-contribution retirement plan, stable schedule, and civil service protections

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check completion, including criminal history review and where applicable drug screening, is a condition of employment for this position. All candidates who meet minimum qualifications will receive equal consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under federal, state, or local law. Reasonable accommodations are available to applicants and employees with disabilities upon request. Candidates must be authorized to work in the United States.

The Clerk Typist owns the intake, logging, and distribution of billing attachments and account documentation for Medicaid billing operations, supporting billers and collectors through claim resolution and account adjustment workflows. Working under direct supervision and in close coordination with billing staff and Medicaid provider representatives, this position delivers accurate recordkeeping and timely document management that keeps reimbursement cycles on track.

Key Responsibilities

• Receive, log, and distribute attachments and documents needed for Medicaid billing to billers and collectors.
• Access and utilize a multi-faceted computer system for inquiry and resolution of accounts.
• Follow all Medicaid guidelines for billing and collections requirements.
• Contact Medicaid provider representatives when necessary to assist in claim resolution.
• Process all appropriate adjustments to accounts as requested.
• Prepare requests for missing documents for billers and collectors.
• Maintain files consisting of all attachments related to bill submittal and assist in billing functions as needed.
• Document all activity via the claims management system.

Required Qualifications

• High school diploma or equivalent.
• 2 years of office experience.
• Typing speed of at least 25 wpm and 4,000 keystrokes per hour, with ability to operate a calculator.
• Good mathematical skills.
• Above-average organizational skills and attention to detail.
• Ability to process a large volume of work on time.

Embedded within a departmental office environment, the Clerk Typist shapes the flow of correspondence and records by preparing typed documents from drafts and oral instructions, entering data into program-specific databases, and maintaining files in accordance with prescribed methods. Working closely with supervisors and members of the public, this position builds reliable administrative output that supports departmental accuracy and public-facing service delivery.

Core Functions

• Perform general clerical duties of moderate complexity.
• Type letters, forms, reports, memoranda, applications, and other materials from drafts, dictating machine records, and oral instructions using Microsoft Word, Excel, and Outlook.
• Copy a variety of materials, lists, and schedules as needed.
• Enter data into computer databases, which may be program-specific.
• Organize and type materials and set up formats and layouts for booklets, pamphlets, and similar documents.
• Compose and prepare letters and memoranda for signature by a supervisor.
• Compile and type reports and post information to records.
• Review and compare documents such as records and applications with other material for completeness and accuracy.
• Perform simple arithmetic computations and post information to records.
• Maintain files in accordance with prescribed methods.
• Meet the public and answer questions not requiring technical knowledge.
• Operate copying, calculating, and other office equipment.

Qualifications & Experience

• Working knowledge of modern office practices, methods, and equipment.
• Knowledge of English usage, grammar, and spelling.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Typing accuracy at a minimum speed of 40 words per minute.
• Ability to make arithmetical tabulations, computations, and comparisons with accuracy and speed.
• Ability to understand and follow moderately complex oral and written instructions.
• Proven ability to plan, assign, and supervise the work of a small group of clerical employees.
• Ability to compose routine letters and memoranda.
• Ability to meet the public and handle routine non-technical questions.
• Ability to make minor decisions in accordance with departmental precedent and policy.
• Ability to respond to emergencies.

Reporting to the Planning Manager, the Clerk Typist delivers direct clerical support to the Planning Commission by preparing public notices, agendas, meeting packets, and correspondence, and by proofreading staff reports and letters. Partnering with other clerical staff across the department and serving the public in person, by phone, and via computer, this position builds an organized and responsive administrative foundation that supports the planning function's public process obligations.

Primary Duties

• Serve as direct clerical support to the Planning Manager and the Planning Commission.
• Scan plan and property records.
• Prepare public notices, agendas, meeting packets, and communications to the Commission.
• Proofread staff reports, letters, and other correspondence.
• Provide customer service in person, over the phone, and via computer.
• Coordinate procedures with other clerical support in the department.
• Schedule meetings, appointments, and other assignments related to the planning function.

Skills & Qualifications

• 2 years of professional experience performing progressively responsible clerical functions in an office setting.
• Typing accuracy at a net speed of 40 words per minute.
• Advanced clerical and organizational skills, including filing in alphabetical and numerical order and performing simple mathematical computations.
• Proficiency in Microsoft Office programs, including Word, Excel, PowerPoint, Outlook, and Teams/SharePoint.
• Excellent written, proofreading, and oral communication skills with strong attention to detail.
• Able to courteously interact with the public in person, by telephone, or via email.
• Able to maintain confidentiality.
• Available to work evenings as required.
• Valid California Class C driver's license.

Sitting at the intersection of document preparation and departmental communication, the Clerk Typist leads the typing, editing, and distribution of materials for professional staff, ensuring accuracy in grammar and punctuation across all correspondence and records. Operating across general office functions that include call handling, alphabetizing, indexing, and file maintenance, this position shapes organized, policy-compliant information flow within a structured supervisory framework.

Duties

• Perform direct support tasks using word processing software and data terminals to prepare various documents for professional staff, ensuring accuracy in grammar and punctuation.
• Type various documents from rough draft to finished form and edit or correct documents as needed.
• Receive incoming calls, take accurate messages, and deliver them on time.
• Process and distribute departmental correspondence, documents, and materials to appropriate persons, agencies, and organizations.
• Perform general office duties including alphabetizing, indexing, proofing, verifying, and maintaining department correspondence, documents, materials, and files.

Requirements

• High school diploma or GED from an accredited program.
• Typing speed of at least 25 wpm or 50 keystrokes per second.
• Ability to pass departmental skills testing, including 10-key, coding, data entry, filing, grammar, math, MS Excel and Word, proofreading, spelling, sorting, and timed typing.
• Can understand and follow written and verbal instructions, organize and process work.
• Can maintain effective working relationships with colleagues and the general public.
• Able to work within a well-defined framework of policies and procedures under immediate supervision.
• Physical ability to sit and stand for extended periods and lift files, boxes, and copies up to 25 lbs. unassisted.

A key member of the county department's administrative team, the Clerk Typist II leads the preparation and maintenance of routine correspondence, formal documents, and accounting records, while also handling public inquiries, permit issuance, and crew dispatch. Collaborating across departmental units and reporting to a direct supervisor, this position delivers timely, accurate clerical output that supports regulatory compliance, public access to services, and departmental recordkeeping obligations.

Functions

• Compose and type routine correspondence, rough drafts, meeting minutes, reports, notices, narratives, and tabulations.
• Transcribe correspondence from dictation tapes, handwritten notes, or other materials, check documents for completeness, and route for appropriate signatures.
• Type documents, forms, accounting and financial statements, letters, lists, requisitions, vouchers, and other formal documents.
• Create computer files, enter data, and retrieve information as needed.
• Answer the telephone, receive visitors, record detailed information, explain assessments, permits, licenses, and violations, complete forms, receive applications, collect fees, and issue routine permits.
• Dispatch crews and equipment via two-way radio as required.
• Maintain accounting, financial, equipment, inventory, statistical, and cost records and prepare vouchers, requisitions, and reports from maintained data.
• Maintain regular attendance in accordance with the schedule established by the supervisor.

Experience & Qualifications

• Working knowledge of business English, spelling, grammar, and punctuation.
• Knowledge of general office procedures, standard clerical techniques, and office equipment.
• Proficient in operating computers using standard or customized software applications appropriate to assigned tasks.
• Can learn and adapt to advances in computer and electronic device technology and software.
• Ability to quickly and accurately perform basic mathematical computations, including addition, subtraction, multiplication, and division.
• Ability to operate office equipment, including dictating machines and other standard devices.
• Ability to assign and follow up on the work of other clerical employees.
• Ability to establish and maintain effective working relationships with fellow employees and the general public.
• Must adhere to safety policies, procedures, and guidelines.
• Physical ability to sit and type 76 to 100% of the time, stand 26 to 50% of the time, and move objects weighing up to 10 lbs.

Accurate departmental operations depend on the Clerk Typist, who leads telephone and front-desk reception, correspondence preparation, database maintenance, and records management across a range of administrative functions. Based within a departmental office and supporting staff, the public, and operational leadership, this position builds the organized information infrastructure that enables consistent service delivery, regulatory compliance, and efficient daily office functions.

Accountabilities

• Answer telephone calls, provide information to callers, take messages, and forward calls as appropriate.
• Greet visitors, determine their needs, and provide information or directions.
• Compose and type correspondence and reports, including updated lists related to department functions.
• Confirm appointments and meetings.
• Develop and implement office procedures and methods to ensure efficiency of operations.
• File and sort a variety of documents, including sensitive and confidential information.
• Interpret and explain department rules, regulations, and procedures to the public.
• Maintain inventory of office supplies and order and track materials as necessary.
• Maintain various databases, reports, and office filing systems.
• Open, sort, and distribute incoming mail and prepare outgoing mail as required.
• Prepare and process reports requiring research, computation, and compilation.
• Process and input data for registration and records management.
• Record information related to departmental incidents and file or forward accordingly.

Technical Qualifications

• High school diploma or equivalent.
• Experience performing clerical and administrative support functions in an office setting.
• Knowledge of office methods, procedures, and appropriate telephone etiquette.
• Knowledge of policies, procedures, and general departmental functions.
• Proficiency in office productivity applications and computer software systems.
• Ability to create, access, input, retrieve, and manipulate information in various software systems.
• Ability to perform routine bookkeeping and clerical accounting tasks effectively.
• Ability to manage simultaneous demands and set clear priorities.
• Must maintain confidentiality and handle sensitive documents appropriately.
• Ability to establish and maintain effective working relationships with individuals from diverse backgrounds.
• Ability to work independently and follow oral and written instructions.
• Willingness to participate in ongoing training as required.
• Physical ability to lift and carry up to 20 lbs. and perform tasks requiring standing, walking, and use of computer equipment.