Principal Clerk

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.) 

• Performs general office work: answers phone, distributes mail, drafts correspondence, orders supplies, and acts as a go-to for general office help. 
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Creates and maintains accurate spreadsheets for numerous accounts, tracking balances and deposits. Files invoices and other documents. 
• Responsible for processing weekly AP Warrant, ensuring accuracy and that procurement laws were followed. 
• Processes incoming mail and bills, compares invoices to purchase orders for consistency and accuracy as required.
• Provides information by answering questions and requests.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Completes operational requirements by scheduling and coordinating administrative projects; expediting work results.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.
• Performs similar or related work as required, directed or as situation dictates.

Recommended Minimum Qualifications: 

Education, Training and Experience:

High School Diploma or Associates Degree. Three to five (3-5) years of progressive administrative experience or related field preferred; experience working with upper-level management, experience working with the public and responding to customer service requests or any equivalent combination of education and experience.  

Knowledge, Ability and Skill:

Knowledge: Working knowledge of the municipal administration process, the functions of municipal government, understanding of the interaction between local government, state government, and federal government, basic working knowledge of business administration, practices, general office procedures, and applicable local, state, and federal laws. 

Ability:  Ability to lead, plan, organize and collaborate with others, ability to communicate effectively, ability to establish and maintain effective working relationships with all town employees, board/committee members, officials and the general public, ability to recognize town-wide priorities and work cooperatively to support their accomplishment, ability to prioritize multiple tasks and deal effectively with interruptions, often under considerable time pressure, ability to operate a computer and proficient in the use of MS Office applications, MUNIS and database applications.   

Skills: Excellent customer service and organization skills, excellent written and verbal communication skills, excellent computer skills including MS Office applications.  

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 This position is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms.  The employee must occasionally lift and/or move objects weighing up to 10 pounds.  Vision and hearing at or correctable to normal ranges.  This position requires the ability to operate a keyboard and calculator at efficient speed.  

Supervision:

Supervision Scope: Performs routine duties that are clearly defined by protocol and standard operating procedures. This role requires basic knowledge of departmental operations.    

Supervision Received: Works under the general direction of the Town Accountant.  

Supervision Given: None. 

Job Environment:

• Work is performed under typical office conditions; work environment is moderately noisy.
• Operates a computer, calculator, telephone, copier, facsimile machine, and other standard office equipment.
• Interacts with other town departments, town businesses, vendors, the general public, and town officials.   
• Has access to department-related confidential and/or sensitive information including financial records, the disclosure of which would cause a significant breach of trust and seriously damage the reputation of the department.
• Errors in judgment could result in department errors, lower standards of service to the community, monetary loss or legal repercussions and possible negative public relations for both the department and the town.