Administrative Clerk - City of Glasgow

Position Purpose

Under general supervision of the Director, coordinates, maintains, and reviews the communications department's records.  Performs a variety of secretarial, clerical, and fiscal/bookkeeping duties of moderate difficulty.

Essential Functions and Basic Duties

• Acts as a receptionist for Baren-Metcalfe Emergency Communication Center
• Gathers and compiles information and prepares periodic and special reports; run reports for Communications, 911 governing Board, and other departments and outside entities as required.
• Attends to open record requests as provided by City Hall, any other departments/agencies, or outside entities as requested.
• Opens, sorts, processes, and distributes departmental mail and signs delivery slips for office supplies and UPS packages.
• Performs various financial activities, including, but not limited to:
  • Utilizes QuickBooks accounting software to maintain financial records and reconcile bank statements.
• Records and prints checks to pay approved invoices.
• Records and makes bank deposits.
• Provides reports of disbursements and bank balances for the governing board meetings.
• Prepares records for the annual audit.
• Prepares other financial reports as requested by the governing board or Director/Assistant Director.
• Acts as custodian of records and ensures the department complies with subpoenas and court orders,
• Receives, approves, and maintains all court ordered records and coordinates such activities with the Commonwealth and County Attorney's Offices, Court Clerk, private attorneys, insurance companies and petitioners.
• Ensures that appropriate departmental forms are developed, kept up to date, and maintained in reasonable supply.
• Protects confidential information by preventing its unauthorized release through verbal, written, or electronic means.
• Provides clerical support such as typing, filing, copying, and faxing; keeps all reports available and accessible.
• Performs additional work as required.

Qualifications

Training and Experience

• Graduation from an accredited high school or possession of an equivalent GED certificate.
• An equivalent combination of education and experience sufficient to successfully perform the essential duties as listed above.

Special Requirements

• Possession of a valid driver's license.
• Ability to be bonded.
• Ability to successfully complete background and drug screenings.

Special Knowledge, Skills, and Abilities

• Knowledge of federal, state, and local laws and regulations pertaining to record principles, systems, equipment, and supplies.
• Knowledge of city government functions and records management and retention requirements.
• Knowledge of departmental procedures, policies, and terminology as it relates to public safety telecommunications.
• Knowledge of modern office procedures, including records maintenance.
• Knowledge of Microsoft Word, Excel, and QuickBooks.
• Proper filing methods and proper procedures for records.
• Ability to read, interpret, and apply complex material, such as the policies, procedures, rules, and regulations of the Barren-Metcalfe Emergency Communications Center.
• Ability to type at speeds necessary for successful job performance.
• Ability to communicate effectively, both orally and in writing, including composing effective correspondence using correct spelling and grammar.
• Ability to perform duties under strict timelines and stressful conditions.
• Ability to work independently on assigned projects involving research and data collection.
• Ability to establish effective working relationships with employees and the public.
• Use of good judgment in the most expedient course of action within established guidelines.
• Consult with the Communications Director, Assistant Director, Board Members, and the public to answer questions and resolve problems relating to departmental records.
• Must be bondable to be a notary.                        
• Ability to keep confidential information.

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An Equal Opportunity Employer

We do not discriminate on-the-basis of race, color, religion, national origin, sex, pregnancy, childbirth, pregnancy/childbirth related medical conditions age, or disability or any other protected class. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors. If you need an accommodation to complete the application process, contact City of Glasgow at 270-651-5131.