Administrative Clerk

Job Description

Job Title: Administrative Clerk

Department: Building Maintenance

Employment Type: Full-Time / Non-Exempt

Union / Non-Union: Supervisory and Professional

Under general supervision of the Office Manager, the Administrative Clerk is responsible for assisting with routine and complex administrative functions to help ensure the office of building maintenance is operated in an efficient, professional, and productive manner. The Clerk shall provide customer service to the public and possess thorough knowledge of the department’s work methods and procedures.

We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and ongoing mutual respect in our working relationships. We strongly encourage people of color, people with disabilities, LGBTQ+ individuals, bilingualists, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.

• Receive and greet the public. Answer questions; provide information in-person, via telephone, and through written request. Responds to questions/concerns elevated from clerical/administrative staff.
• Furnishes information to the public relative to the rules, laws and ordinance governing the rentals of public buildings.
• Opens, sorts, and distributes mail.
• Composes and updates routine correspondence for signatures by Department Head and others as needed;
  Prepares rental form letters and agreements.
• Assists in the tracking of Department blanket accounts;
  Processes invoices billed to and by the department.
• Assists in maintaining and tracking budget accounts throughout year.
• Assist with the close out and re-opening of fiscal year end procedures.
• Receives, generates and dispatches work request to the proper trades’ workers and vendors.
• Operates all office equipment (i.e. computers, photocopier, etc.)
• Assists in arranging the rentals of public school buildings and Controy Pavilion/parks and collects fees where applicable.
• Assists in ordering all janitorial supplies and inventory tracking for BMD Office, City Hall and Lichtenstein Center.
• Assists in unloading UPS/Fed Ex deliveries, and inventorying all parts/materials.
• Serves as department’s fleet coordinator, in charge of all vehicle keys, inspections and repairs.
• Responsible for leading all Building/School/Park Inspections and reporting/coordinating all repairs.
• Schedules hood cleaning inspections semi-annually in schools and parks.
• Schedules and coordinates all fire extinguisher inspections in all City Buildings/Schools.
• Responsible for creating and distributing annual inspection binders containing each building/school with its individual detailed proof of all required inspections and valid certificates of occupancy.
• Creates and assigns Accela Work orders.
• Records the employees daily work order time sheets in the Accela system and the Accela employee hours file.
• Records all packing slips from purchases and records them in Accela and in the budget operating files.
• Validates the work order has been done and completes in Accela.
• Scans all employee daily time sheets and work orders and saves them in the S Drive.
• Scans all time off and overtime slips to the Office Manager and delivers them to the Office Manager.
• Perform administrative duties in the absence of the Office Manager or when directed to by administration.
• Performs other duties as required or assigned.

Experience/

Education:

• High school diploma or equivalent.
• Minimum of one - three years’ relative work experience in a fast-paced, dynamic office setting.
• Experience with general accounting practices and procedures preferred for position.
• Equivalent combination of education and experience shall be considered for the position.

Knowledge/Skills/Abilities:

• Ability to operate modern office equipment;
  Knowledge of general office practices procedures, business English, spelling and arithmetic.
• Ability to perform complex and arithmetical computation.
• Familiarity with the rules, regulations, ordinances and laws governing the department served.
• Computer…