Clerk - City Manager's Office at City of New Albany, OH

About the Department

While providing exceptional customer service, this position performs diverse and routine administrative, clerical, secretarial, technical and support activities such as preparing and composing correspondence and reports, typing meeting minutes, answering telephones, providing customer assistance, receiving the public, distributing documents and information, creating and maintaining files, developing record management systems, scheduling appointments and arranging meetings, coordinating communications between departments or the general public; and assisting in the administration of the standard operating policies and procedures of the city. A clerk may be required to attend an evening or weekend city meeting or community event to assist other city personnel.  

Position Duties

The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.   Other duties may be required or assigned.

• Performs general office functions in support of the department including mail processing, copying, maintaining specialized tracking systems and keeping departmental files and records. 

• Maintains a calendar of events and meetings for senior department personnel, schedules appointments and arranges meetings; coordinates communications between appropriate superior and other governmental officials or the public in general.
• Provides administrative support to department head or supervisor(s) by communicating to staff as directed and communicating problems or issues to the department head or supervisor.
• Answers inquiries requiring policies, rules and regulations.

• Compiles and prepares correspondence, statements, reports, documents, studies, records, and other related material from source material; uses judgment in evaluating the validity of data to ensure reporting accuracy; determines layout and format for documents; and, submits reports/records to requesting parties as required. 

• Prepares periodic reports by compiling and organizing data to create meaningful information.
• Assists in the procurement of department materials and supplies; utilizes software to submit purchase orders, submit receipts for P-Cards and upload invoices.
• Maintains and manages an inventory of building and office supplies. 
• Assists in fulfilling public record requests
• Greets visitors, maintains the kitchen and conference rooms' tidiness.

• Assists employees with travel itineraries and submits for incurred expenses upon return.

• Provides clerical support, as needed, to any other city department as assigned.  May have to attend community events or board meetings, for example, outside of normally assigned hours to assist in job-related duties.

Minimum Qualifications

The incumbent for this position must possess a high school diploma or GED equivalent supplemented by course work in business or secretarial science; computer applications utilization and considerable responsible administrative support experience; or any equivalent combination of accepted education and experience.  A valid Ohio driver's license is required; must pass a background check and drug screen.

Other Qualifications

Ability to: effectively meet and communicate verbally and in writing with residents, consultants, developers, owners, supervisors, city personnel, and the general public; establish and maintain effective working relationships; handle confidential material in strict confidence; exert physical effort in light to moderate work involving lifting, carrying, pushing and pulling; type in a sustained and continuous manner; comprehend a variety of reference books and manuals including codified ordinances, maps, computer handbooks/manuals, etc.; prepare reports, letters, memos, correspondence and other job related documents using prescribed format and conforming to all rules of punctuation, grammar, diction, and style; accurately record and deliver information, meet deadlines, and maintain confidentiality of restricted information; use independent judgment, common sense, and principals of influence and rational systems in the performance of tasks; work under stressful conditions, to respond immediately to difficult situations, and to balance priorities within and between offices and departments; advise and apply policies, procedures and standards to specific situations.

Skilled in: manual and computerized record keeping systems, word processing, spreadsheet and data base applications; maintaining personal composure and tactfully handle difficult situations and interpret questions correctly; behaving in a friendly, understanding, helpful and professional manner with coworkers, supervisors and the general public; explaining, demonstrating and clarifying to others within established policies, procedures and standards; scheduling, organizing, and prioritizing work assignments, project tasks and activities; operating a variety of automated office machines including calculator, copier, computer, and telephone system; adding, subtracting, multiplying, dividing, calculating decimals and percentages; writing legibly, using proper grammar and punctuation and following oral and written instructions; using a personal computer to complete job duties including using Microsoft Office programs and specialty software.

Knowledge of; principles and procedures of record keeping, city and departmental policies and procedures.