Full Time Administrative Clerk

General Statement Of Duties

To perform routine to complex responsible clerical and accounting functions.

Supervision Received

Work is performed under the supervision of the City Manager and Department Head or their designee.

TYPICAL EXAMPLES OF WORK: (THESE EXAMPLES DO NOT INCLUDE ALL OF THE TASKS WHICH AN EMPLOYEE MAY BE EXPECTED TO PERFORM. TASKS MAY VARY BY DEPARTMENT.)

• Posts payments to billing accounts on a timely basis and maintains accurate records of such.
• Compute, record, and proofread data and other information, such as records or reports.
• Assemble and prepare materials for meetings, as required.
• Prepare/type invoices, reports, memos, letters, etc., and proofread and edit correspondence.
• Assist in auditing as required.
• Train employees assigned to the department as required.
• Evaluate and control confidential records and their dissemination and the exemptions to their dissemination.
• Prepare and/or assist in preparing financial statements and reports.
• Compiles and prepares expenditures by account number to be posted to the budget.
• Maintains accurate records for all revenue and expenditure accounts associated with billing.
• Compiles and prepares payroll, invoices, purchase orders, vouchers, credit card statements, taxes and utilities for payment.
• Perform all related work as required.
• Prepares and reconciles monthly reports for all billing accounts.
• Open, sort and route incoming mail, answer correspondence and prepare outgoing mail.
• Maintain good relations with the public and other employees.
• Check the accuracy and completeness of all records, forms and documents.
• Assemble and prepare technical information and reports.
• Make advanced accounting computations and check computations made by other personnel.
• Acts as customer service representative between customer and city.
• Create and maintain files and records both on paper and in the computer in a confidential manner.
• Compile and analyze fairly complex data.
• Prepare reports to State, Federal, County Agencies and other agencies.
• Maintain inventory and order materials, supplies, and services.
• Compile, copy, sort and file records of office activities, business transactions and other activities.
• Performs cashiering duties as required.
• Develop specific goals and plans to prioritize, organize, and accomplish your work.
• Prepares monthly report showing expenditures by budget accounts.
• Maintain clear audit trails.
• An employee in this classification may perform all tasks, duties, skills and functions of all Administrative Clerk job classifications as assigned.
• Operate office machines, equipment, register, and computer.
• Compile and balance monthly miscellaneous cash reports.

Required Knowledge, Skills, And Abilities

• Ability to understand, delegate and execute complex oral and written instructions.
• Considerable knowledge and experience in clerical and accounting principles, practices and procedures.
• Strong customer service skills.
• Ability to work in a fast pace, high stress level environment.
• Working knowledge of business English, spelling and mathematics.
• Ability to be cross-trained in multiple departments.
• Considerable knowledge of computer software including but not limited to Microsoft Office.
• Possess the traits of dependability, integrity, discretion and maintain confidentiality.
• Graduation from an accredited high school or GED.
• Must pass written examination, physical with drug screen and background check.
• Ability to learn specialized software as required for the position.
• Tact in dealing with the public and fellow employees.
• Ability to interpret contracts, policies and procedures.
• Ability to organize information and create reports.
• Minimum of two years clerical experience and/or two years of accounting experience as required for the position.

Ability Requirements

Degree of physical demands (strength) usually associated with the essential functions of this classification:

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and be a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for sedentary work. Light work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Type Of Physical Demands Usually Associated With This Classification

Regularly use hands and fingers to handle, control or feel objects.

Squatting: lowering the body by bending leg.

Stooping: bending body downward and forward by bending spine at the waist.

Hearing - Perceiving nature of sounds by ear.

Seeing: The ability to perceive the nature of objects by the eye. The important aspects of vision are:

• Depth Perception - Three dimensional vision. Ability to judge distance and space relationships so as to see objects where and as they actually are.
• Field of Vision - Area that can be seen up and down or to right or left while eyes are fixed on a given point.
• Acuity, near - Clarity of vision at 20 inches or less.
• Accommodation - Adjustment of lens of eye to bring an object into sharp focus. This item is especially important when doing near-point work at varying distances from eye.
• Acuity, far - Clarity of vision at 20 feet or more.
• Color Vision - Ability to identify and distinguish colors.

Environmental Conditions (Physical Surrounding) Usually Associated With This Classification

The Worker is subject to inside environmental conditions. Protection from weather conditions but not necessarily from temperature changes.

Customer and Personal Service Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Processing Information Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or date.

Documenting/Recording Information Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Performing for or working directly with the public Performing for people or dealing directly with the public.

Organizing, Planning, and Prioritizing Work Developing specific goals and plans to prioritize, organize, and accomplish your work.

Making Decisions and Solving Problems Analyzing information and evaluating results to choose the best solution and solve problems.

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