Head Clerk - Licensing

General Statement of Duties and Responsibilities

Performs complex clerical duties in conformity with standard office procedures, considerable degree of decision-making and complete knowledge of workings of department, and significant daily interaction with the general public.

This position performs a broad range of duties requiring a high degree of individual initiative, independence, and decision making within authority and works under direct supervision of the Director. May provide direct supervision and training of staff assigned to Department.

• Provides customer service for a variety of activities, including but not limited to, business licenses, landfill entrance permits and the recycle sticker program.
• Takes and transcribes minutes at License Commission and/or any other assigned committee meetings as required by the Open Meeting laws.
• Distributes copies of the minutes to committee members via email for review and corrections. Compiles changes and sends out correspondence/final minutes prior to the next committee meeting.
• Works with Legal Department to create legal advertisements, legal correspondence and license inquiry responses.
• Serves as liaison to WFD regarding inspections for license applications.
• Maintains and manages the business license data for License Department.
• Manage business license billing accounts, financial records, and relevant reports as required, including the renewal process for all licenses.
• Receives and processes payments for business licenses, landfill entrance permits and recycle stickers.
• Assists with the management of the operation and inventory of the landfill entrance permits and the recycle sticker program for the Health Department.
• Assists with generation of monthly landfill entrance permit and recycle sticker sales report for the Health Department and the DPW.
• Reconciliation of checks and cash on a daily basis, deposit weekly using standardized procedures to Collector’s and/or Treasurer’s office and keep a running weekly, monthly, and yearly balance.
• Manage the department’s website for the License Commission.
• Assists with processing business certificates as needed.
• Assists with election duties.
• Additional duties as assigned.

The nature of the work means that errors in administrative work are not easily detected. Consequences of errors, including inaccurate information, could impact other departments and result in monetary loss, interruption of service and poor internal or external customer service.

High school diploma or GED, Associate’s degree and 2 years related work experience or any equivalent combination of education and experience which provides requisite knowledge, skills and abilities to perform the essential functions of the job. Legal background would be helpful. Thorough knowledge of permitting requirements of City departments preferred.

• Excellent organizational, typing and data processing skills, proficient in the use of personal computers and office software including word processing, database, internet and spreadsheet applications. Working knowledge of office software and machines. Must have a firm understanding of math and technology as well as knowledge of accounting techniques.
• The work involves numerous standardized practices, procedures, or general instructions that govern the work and in some cases may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.
• Ability to communicate effectively both orally and in writing; strong communication skills in relaying important information and ability to deal appropriately with other employees, department heads and City officials. Ability to maintain confidential information.
• Ability to understand and follow directions and take the initiative in completing assignments. Ability to complete work under pressure while maintaining a high degree of accuracy in accordance with work deadlines.
• Ability to follow departmental rules, regulations, policies & practices in all aspects of job.
• The…