Alameda Contra Costa Transit District Classification Specification
Maintenance Chief Clerk Class Code 495
FLSA Status Non-Exempt
EEO Category 6 – Administrative Support
Represented Status ATU
Salary Grade 8 – Maintenance
Effective Date Rev 9-5-03
Resolution # Ca 1984
Pages 1 of 2
DEFINITION: Under general supervision, performs unique clerical and administrative support functions for the Maintenance department, or a functional unit or program area within the department. REPORTS TO: The Director of Maintenance, a Maintenance Supervisor, or other assigned supervisor within the Maintenance department ESSENTIAL FUNCTIONS: may include, but are not limited to the following: •
Maintains control of personnel records for all employees within the assigned unit, as well as special program documentation.
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Writes and distributes bulletins, memoranda, reports, and other correspondence under close supervision from the assigned department or unit supervisor.
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Coordinates and maintains detailed records required by the unit of assignment, which may include documentation of vehicle operation, maintenance, and repair.
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May order supplies, and performs other administrative support duties, as assigned.
When assigned to the Apprentice Program for Vehicle or Facilities Maintenance: •
Tracks and records payroll data for both Apprentice Mechanics and program Instructors and Trainers, including attendance, class pay, and vacation and sick time accrued and taken; and generates letters regarding excessive absence.
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Tracks and files Apprentices’ Weekly Worksheets, ensures accuracy of data, and records time spent by Apprentices in required training modules.
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Sends evaluation forms to the Maintenance Superintendents, and Progress Reports to the Instructors and Trainers; tracks custody of forms; and calculates and records total scores.
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Generates certificates to Apprentices for successful completion of subject modules, and forwards certificates to the Martinez Adult School, and the Joint Apprenticeship Committee (JAC) for approval and signature.
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Notifies the Payroll unit regarding the issuance of the annual Tool Allotment, and Shoe Vouchers.
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Tracks current Driver License status and expiration dates for Instructors and Trainers; and schedules biannual physical examinations for Trainers, and forwards completed physical records to the Department of Motor Vehicles.
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Coordinates and generates agendas for the JAC, and generates action letters and memoranda.
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Communicates regularly with the vocational schools that provide instruction, and facilitates the registration process by distributing forms and required paperwork to Apprentices.
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Enters data, and ensures that all personnel files for Apprentices, Instructors, and Trainers are organized and up-todate.
When the needs of the District require a Clerical Supervisor: •
Performs the most complex clerical functions of the Maintenance department, and directs the activities of the clerical employees in Maintenance division offices.
•
Performs related duties as required.
This Class Specification is intended to present a descriptive list of the range of essential functions performed by an incumbent in this class, but is not intended to reflect all duties performed within the job.
Established 3/84. Revised 8/27/03
Date:
________________________________________ APPROVED BY RICK FERNANDEZ GENERAL MANAGER
Alameda Contra Costa Transit District Classification Specification
Maintenance Chief Clerk Class Code 495
FLSA Status Non-Exempt
EEO Category 6 – Administrative Support
Represented Status ATU
Salary Grade 8 – Maintenance
Effective Date Rev 9-5-03
Resolution # Ca 1984
Pages 2 of 2
MINIMUM QUALIFICATIONS: Knowledge Of: Principles, practices, and procedures of data processing; standard business software including currently used programs for databases, spreadsheets, word processing, and/or employee information systems; standard office business machines including personal computers, typewriters, and calculators; basic record keeping principles and procedures; standard business English; basic mathematics; and modern office methods, practices and procedures. Ability To: Accurately input information into various databases in a timely manner, check for accuracy, make needed revisions, and edit accordingly; run and distribute reports required by the unit of assignment; learn and use new computer software programs when implemented by the District; maintain organized and accurate records, files, and/or other materials; communicate effectively both orally and in writing; direct the activities of clerical staff; and establish and maintain effective working relationships with District personnel using principles of good customer service. Education: Equivalent to completion of the twelfth grade. Experience: Five (5) years of progressively responsible experience in a clerical or administrative assistant position that included data entry, word processing, and filing. Depending on the Needs of the District: (1). May be required to demonstrate proficiency in commonly used word processing and spreadsheet programs at the intermediate level of proficiency. (2) May be required to demonstrate the ability to key a minimum of forty (40) net words per minute using a computer keyboard.
S:\HR\Data 12-01-01\Class-Comp\Class Specs\MaintChfClerk REV 9 16 03-CS.doc
This Class Specification is intended to present a descriptive list of the range of essential functions performed by an incumbent in this class, but is not intended to reflect all duties performed within the job.
Established 3/84. Revised 8/27/03
Date:
________________________________________ APPROVED BY RICK FERNANDEZ GENERAL MANAGER
