Head Clerk- Conservation

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

Works under the direct supervision of the conservation agent. The employee is familiar with the work routine and uses a high degree of individual 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.

• Provides extensive customer service for a variety of activities.
• Intakes, logs and provides information on complaints regarding potential violations within an appropriate timeframe.
• Coordinates and schedules site visits to discuss violations, including follow-up site visits. May be requested to assist the conservation agent on site.
• Assists in preparing correspondence for violation notices with clear identification of violation, appropriate corrective action or remediation, and due process to comply with requirements.
• Assists in scheduling or arranging meetings of the Conservation Commission by checking availability and reserving meeting room and equipment, notifying participants and coordinating attendance. Posts meetings and agendas as required.
• Maintains and organizes departmental database and documentation/records, tracking progress of enforcement orders and preparing various reports as requested.
• Coordinates with the Department of Public Works for issuing emergency certifications and applying the bundled order of conditions across the City to remain in compliance.
• Collects application fees as applications are filed. Balances and deposits monies received weekly with the appropriate departments following City policies and procedures.
• Processes payroll on a bi-weekly basis, entering data from time sheets and reports; tracking employee time and attendance including paid time off.
• Orders supplies, prepares department purchase orders, processes department invoices, performs accounts payable duties and deposits or payments with the appropriate department(s).
• Take and transcribe minutes at Conservation Commission meetings as required by the Open Meeting laws.
• Distributes copies of the minutes to the committee members via email for review and corrections. Compiles changes and sends out corrected/final minutes prior to the next committee meeting.
• Such other related duties as required.

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 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.

• Excellent organizational, typing and data processing skills, proficient in the use of personal computers and office software including word processing, database,…