CITY OF WESTFIELD

Head Clerk – Engineering

AFSCME 35 GRADE 11

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.

SUPERVISION:

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.

ESSENTIAL DUTIES AND RESPONSIBILITES:

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.

OTHER ADDITIONAL REQUIREMENTS AND RESPONSIBILITIES:

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.

EDUCATION AND EXPERIENCE:

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. Engineering experience preferred.

SKILLS AND QUALIFICATIONS:

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. Must have a firm understanding of math and technology as well as knowledge of accounting techniques.
The work involves 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 follow departmental rules, regulations, policies and practices in all aspects of job.
The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts.
Ability to proofread work. Ability to learn and efficiently utilize specific software for department use. Performs preparation of forms, correspondence and other documents.
Assists with answering telephones as well as responding to questions and providing information within authority. Performs filing, scanning and copying as directed.
Ability to establish and maintain effectively working relationships and work cooperatively with coworkers, City officials, other City employees and the public. Ability to communicate effectively with the public in a courteous and professional manner.
Such other related duties as required.

PHYSICAL, MOTOR, AND VISUAL SKILLS

Physical Skills

Work is generally conducted within Municipal Building, where Employee is required to report for their shift. Ability to travel throughout the office and within the Municipal Building is necessary. Work is largely sedentary in nature, with occasional lifting of up to 25 pounds with some pulling and pushing or reaching above, generally of desk and file drawers. Frequent use of hands to operate keyboards and telephones, and other office equipment.

Motor Skills

The work requires motor skills for activities such as keyboarding, filing, moving objects and using a variety of office equipment.

Visual Skills

Visual demands require routinely reading documents for general understanding and analytical purposes.

The City of Westfield is committed to maintaining a work environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

Head Clerk- Engineering

Job Description

Job Details

Looking for more opportunities?