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General Statement of Duties
Performs a variety of administrative support and public contact duties in support of the Regulatory Division’s functions. Distinguishing Features of the Class An employee in this class performs a variety of public contact and administrative support duties in support of the Regulatory Division attorneys and staff. Work includes word processing, data entry, filing, routing phone calls, and/or records maintenance work. Primary duties in support of the department include typing legal documents and correspondence, retrieving documents and maintaining files, copying documents, proofreading correspondence for grammar and vocabulary, and acting as the back-up receptionist for the Regulatory Affairs Division. Provides support to staff and Commission members on hearing days, including setting up for breaks and lunches and breaking down after the conclusion of hearings. The employee is expected to have a general understanding of the Division and its services to respond to inquiries and perform the daily functions; non-routine questions or situations are referred to others. Specific oral and/or written instructions are available to apply to most work situations. Work is performed under the supervision of the Director and Assistant Director of Regulatory Affairs as well as the Compliance Manager, and is evaluated through use of information, observation, conferences, and the quality and effectiveness of work completed.
Duties and Responsibilities
Essential Duties and Tasks
- Assists in making arrangements for administrative hearings, including arranging for court reporter and witnesses; service of subpoenas, notices of hearings and orders, overseeing the maintenance of a record of certified mail; preparation of hearing calendars and other documents for use in connection with the administration of hearings; prepares Commission hearing room and deliberation room during hearings, including performing certain housekeeping tasks and other related activities to provide for the comfortable and efficient conduct of hearings.
- Types forms, notices, letters of inquiry, correspondence, reports, and other legal documents for the Commission’s legal and investigative staff.
- Proofreads final copies of materials; reviews work for compliance with instructions regarding form, arrangement, spelling, punctuation, and basic grammar.
- Maintains digital files of information, including case files; assists in scanning documents and maintaining files and records including those in connection with pending and closed complaints against real estate licensees.
- Looks up information on the status of cases and provides basic information on case status, or refers questions to other staff.
- Serves as back-up Receptionist for the department; answers the phone and refers to the requested person or service; greets visitors; answers calls left on general voicemail.
- Opens and distributes mail.
- Opens e-mails to the division; logs them in and answers requests or refers to others to fulfill. Compiles information from records and database as requested.
Additional Job Duties
- Backs up other clerical or departmental personnel, as needed.
- Performs related duties as required.
- Recruitment and Selection Guidelines Knowledge, Skills, and Abilities Working knowledge of office practices and procedures, grammar, and punctuation.
- Working knowledge of word processing, data base maintenance, spreadsheet data entry, and other specific information technology applications.
- Working knowledge of department or program policies, regulations and procedures. Skill in customer service including problem-solving and conflict resolution.
- Ability to communicate effectively in person and by telephone. Ability to follow oral and written instructions and procedures.
- Ability to type and/or enter data with accuracy at the speed required by the particular program or position utilizing the services of this role.
- Ability to learn and apply filing and coding systems and to arrange and place records, reports, and files into a proper sequence.
- Ability to compile information from data bases or records kept. Ability to establish and maintain effective working relationships with the general public and other employees.
- Physical Requirements Must be able to physically perform the basic life operational functions of standing, walking, fingering, talking, hearing, and repetitive motions.
- Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
- Must possess the visual acuity to prepare figures and data, operate a computer, proof work, and do extensive reading.
Desirable Education and Experience
Graduation from high school and some secretarial or clerical experience involving public contact and document production; or an equivalent combination of training and experience.
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