Clerk 3

JOB DESCRIPTIONClass Title: Clerk 3 - Part Time Grade Number: M08 Department: Public Works/Office of Compliance Union: Bargaining - SEIU GENERAL PURPOSE The clerk position performs a wide variety of tasks and activities involving standard and some specialized clerical activities to support the functions and services of the Office of Compliance. Performs a variety of functions in accordance with established department and City operational policies and procedures. SUPERVISION RECEIVED Works under the supervision the Compliance Auditors. SUPERVISION EXERCISED n/a ESSENTIAL DUTIES AND RESPONSIBILITIES " Responsible for data entry, record keeping, and other clerical duties as assigned. " Maintains confidential, personnel, and department records. " Oversees the inventory of archiving materials and assist in the archiving process. " Prepares correspondence, and assist with copying, distributing, and filing. " Prepares reports and documents of a routine or sensitive nature. " Compiles data for administrative analysis, questionnaires, and public reports. " Performs investigations, researches, and prepares complex work sheets and tables. " May assist with the administration, coordination, and implementation of Bureau programs. " Enters requisitions for processing into the financial accounting system " Oversees payment of invoices, blanket orders, and purchase orders processed in the financial accounting system. " Tracks expenditures and account balances. " Enters payroll for office and monitors vacation schedules. " Prepares miscellaneous and monthly billing for services provided, primarily as required under the Services MOU. " Works in conjunction with Finance for submittal, processing, and monitoring of invoices in the AO Escrow Fund. " Enters contracts into the financial accounting system. " Assist with the development, writing, preparation and evaluation of Bids, RFPs, and Contracts. " Attend meetings as required and assist with producing and publishing formal minutes. " Tracking the Water and Sewer Rebate Program as prepared by the Department of Finance. " Ensures customer service, in person or over the telephone, is handled courteously and properly. Answers inquiries as able. " Performs related work as required. MINIMUM QUALIFICATIONS Education and Experience: (A) Graduation from high school, with a minimum of 2 years clerical and office work (B) Equivalent combination of related education and experience. (C) Knowledge of the English Language and the ability to speak it clearly and distinctly. Necessary Knowledge, Skills, and Abilities: (A) Ability to function under stressful conditions and to perform multiple tasks at a time. (B) Excellent problem-solving skills, exercise sound judgement, and demonstrate the ability to envision and deliver innovative solutions. (C) Knowledge of office terminology, practices, procedures, and equipment (D) Knowledge of business English, spelling, and arithmetic (E) High competency in Windows operating Systems, Microsoft Office applications (Excel, Word, PowerPoint, and Access), and computerized reporting programs. (F) Ability to learn and utilize the City's computer systems, including Lucity and the financial accounting system. (G) Ability to maintain confidential and sensitive information (H) Ability to compose letters and reports (M) Ability to instruct and train clerical personnel. (N) Ability to develop, lay out and install clerical procedures from general instructions. (O) Ability to establish and maintain effective working relationships with other employees and the general public. SPECIAL REQUIREMENTS Possession of a Valid Pennsylvania driver's license. TOOLS AND EQUIPMENT USED Daily use of personal computer and mainframe computer, copy machine, fax machine, telephone system, City radios and any other office related equipment. PHYSICAL DEMANDS 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. While performing the duties of this job, the employee is constantly required to sit and talk or hear. The employee is required to walk; use hands to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is moderate. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above 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. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.