Head Clerk- Engineering

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

Position involves responsible clerical, data entry and bookkeeping work of considerable complexity. Considerable specialization with high degree of decision-making. Thorough knowledge of operations of department and how the department interacts with other City departments. Main point of contact with the public for the office.

Works under direct supervision of the City Engineer, appointing authority. The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The supervisor provides additional, specific instruction for new, difficult or unusual assignments. The employee refers unusual situations to the supervisor for advice and further instructions.

The essential functions or duties listed below are intended only as illustrations of the various type 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.

• Performs clerical tasks within the department including but not limited to payroll, bill scheduling, materials and equipment requisition, record-keeping, file maintenance and financial account record maintenance.
• Assists employees in standard departmental and City methods.
• Involved in considerable public contact requiring knowledge of departmental programs; answers telephone and other inquiries and provides information to public within scope of authority.
• Regularly prepares standard reports; compiles, tabulates and applies standard formulas to statistical data of moderate complexity.
• Types standard forms, permits, applications, etc. and oversees the preparation and accurate filing of same; prepares correspondence and memos for City Engineer as required.
• Operates a variety of office machines in performance of duties, including telephones, adding machines, photocopy machines, typewriters, computers and printers; engages in limited maintenance of such equipment.
• Assists with the explaining, verifying eligibility, processing and managing of projects for the City Engineering projects, subject to final approval of City Engineer or professional office staff as assigned.
• Assists the Department Head in administering and managing the department’s multiple financial operations including Chapter 90, Bonding, Annual appropriations and special grants. This is a highly complex task requiring knowledge of accounting and business practices. Included is the scheduling of borrowing of funding, tracking of relevant Department expenses and reimbursements
• Coordinates and verifies information with the Auditor, Treasurer or Purchasing Director and/or other Financial Departments, as needed.
• Assist in the development and maintenance of a centralized archiving system for municipal infrastructure records; maintains such records in up-to-date fashion so as to enhance efficiency of professional engineering staff and others; responds to requests for such information as appropriate or refers request to appropriate office staff.
• Coordinate and assist City Treasurer with bonding balances and borrowing activities and needs.
• Assists in timely and accurate processing of project records, when required.
• Maintain all documentation/records associated with engineering projects and provide necessary reports to all departments, including Auditor and Treasurer.
• Responsible for management of incoming/outgoing mail for the department. This can involve bulk mailing and certified mailing.
• Responsible for scheduling City Engineers’ and departmental meetings and events.
• Such other related duties as required.

Ability to learn, comprehend and articulate Engineering office terminology with and from office staff; ability to explain Engineering terminology or documents of moderate complexity to public.

High school diploma or GED and 2 years related work experience or any equivalent combination of education and experience which provides requisite knowledge, skills and abilities to…