Hybrid Municipal Clerk I - III bei Royal Oak, City of (MI)

About the Department

The Municipal Clerk classification includes positions assigned to various departments/locations in the City of Royal Oak to perform a wide variety of clerical, administrative, financial, and public service duties. Work involves record-keeping, data entry, customer service, document processing, and the use of modern office software and equipment. Positions vary in complexity and level of responsibility based on classification grade.

For pay purposes, the classification of Municipal Clerk is divided into three levels which are distinguished from one another on the following basis:

Level I: Includes positions which require the performance of routine clerical and administrative work under close supervision. Assignments typically involve data entry, filing, public contact, and basic office functions. Supervision is received from a department or division head, or other higher-level employee.

Level II: Includes positions which require the performance of more complex clerical and administrative duties with increasing independence and responsibility. Positions may involve oversight of specific processes, handling of sensitive records, and serving as a primary contact for departmental services. Supervision is received from a department or division head, or other higher-level employee.

Level III: Includes positions which require the coordination and performance of advanced administrative work and supervision of other clerical personnel. Work involves overseeing day-to-day office operations, resolving complex issues, and exercising independent judgment based on thorough knowledge of departmental policies and procedures. Supervision is received from a department or division head, or other higher-level employee.

Examination: Candidates are required to take a 2 hour written civil service examination, that will test basic skills such as math, grammar, filing and vocabulary. Based on your score, you will receive a ranking, of which the top 10 will be eligible to be interviewed when an immediate vacancy becomes available. Current openings are in our Building and Recreation Department. For more information regarding civil service examination, please visit our FAQ at: RO HR FAQ

Position Duties

A Municipal Clerk I - III may be called upon to do any or all of the following: (These examples do not include all of the tasks which the employee may be expected to perform.)

• Perform a variety of general clerical, administrative, and customer service functions to support departmental operations.
• Operate standard office equipment such as personal computers, printers, calculators, typewriters, fax machines, copiers, scanners, and related technology.
• Input, type, proofread, copy, distribute, and file a variety of materials including records, reports, letters, forms, permits, licenses, vouchers, requisitions, purchase orders, work orders, agendas, certificates, and financial or statistical data.
• Provide assistance to the public in person, over the phone, by email, or by mail; answer questions, explain procedures, assist with forms and applications, and make referrals as appropriate.
• Process transactions such as issuing licenses, permits, certificates, or registrations, check forms for accuracy and completeness.
• Handle incoming and outgoing correspondence; compose routine communications and respond to public or internal inquiries.
• Maintain and update manual and electronic filing, tracking, and recordkeeping systems in accordance with departmental procedures and retention schedules.
• Collect and receipt payments for various fees, taxes, assessments, and other charges; prepare deposit statements and daily cash reports.
• Reconcile accounts, time records, and other data; assist in preparing financial and statistical summaries, entries, and reports.
• Assist in maintaining and processing inventories; order supplies and maintain inventory control records.
• Assist in the preparation, revision, and maintenance of administrative forms, records, property descriptions, tax rolls, and related documentation.
• May coordinate and assign clerical tasks and office workflow; may provide guidance or supervision to clerical staff.
• Assist with scheduling, meeting preparation, and administrative support for department heads or other supervisory staff.
• Perform other duties as assigned.

Minimum Qualifications

A Municipal Clerk I – III, upon application, shall have the following training and experience:

Level I: Graduation from high school or equivalent including or supplemented by course work, training, or experience. 

Level II: Employees are eligible for promotion to Municipal Clerk II after a minimum of 30 months of experience as a Royal Oak Municipal Clerk I.

Level III: Graduation from a standard high school or equivalent including or supplemented by course work, training, or experience.

Qualifications for Employment: 

• Considerable knowledge of modern office practices and procedures.
• Working knowledge of word processing (e.g., Microsoft Word), spreadsheet (e.g., Microsoft Excel), and database software, with the ability to learn additional software specific to the assigned department.
• Knowledge of basic bookkeeping principles, if assigned to applicable departments.
• Skill in the operation of personal computers, typewriters, copiers, fax machines, and other modern office equipment.
• Ability to effectively supervise and coordinate clerical staff and office operations, and to perform administrative support duties for department leadership.
• Ability to communicate clearly and professionally, both orally and in writing.
• Ability to use proper business English, spell correctly, and make arithmetic calculations quickly and accurately.
• Ability to maintain accurate records and prepare reports efficiently.
• Ability to organize, update, and maintain both manual and computerized filing systems.
• Ability to establish and maintain effective and cooperative working relationships with coworkers, supervisors, and the public.
• Ability to learn assigned tasks quickly, follow oral and written instructions, and adhere to departmental routines and procedures.
• Ability to handle frequent public interaction with courtesy and professionalism.
• Ability to reach, bend, handle stressful situations, and sit or stand for extended periods.
• Ability to understand and respond to inquiries made in person, by phone, or via email.

Other Qualifications

Required Application Materials to submit with this application (provide as attachments):

• Resume
• Cover Letter