Head Clerk - Engineering Dept.

BASIC FUNCTION: Administrative/clerical position responsible for assisting in the overall administrative requirements and complex clerical duties in a department. Position provides administrative support to professional staff. Requires the ability to plan and perform operations to complete assigned tasks according to prescribed time schedules. Strong communication skills are essential, as this position interacts regularly with the public, responding to inquiries and concerns with professionalism and clarity.

SUPERVISION: Works under the direction of the City Engineer and/or DPW Commissioner.

RESPONSIBILITIES :

• Maintains all office accounting records and reporting; prepares financial statements; purchasing, budgeting and general administrative services.
• Responds to public requests in person, via email and on the phone; uses professional judgement and office guides to appropriately make referrals to staff contacts, municipal programs, or social services.
• Finance functions-Maintains budget records for general fund and multiple funding sources, monitors expenses against budgets, prepares reports on expenditures, including multiple grants, board and commissions, and revolving funds.
• Manages billing of staff time to the appropriate funding source.
• Performs other duties, tasks, and assignments per department needs.

EDUCATION AND EXPERIENCE:

Education:

Minimum:

• High School diploma or equivalent plus 2 years of office and finance experience.

Preferred:

• Associate’s degree or equivalent in accounting, business, or a closely related field preferred. Prior experience in local government finance is a plus.

KNOWLEDGE, SKILLS, ABILITIES:

• Knowledge - Office management and record-keeping. Knowledge of financial administration, including budgeting and reporting. Accounting procedures and practices, and account maintenance in support of the department, with the ability to prepare reports and correspondence.
• Skills - Familiarity with Microsoft Office Software applications such as Word, Excel, OneDrive, SharePoint, and Outlook. Excellent organizational and time management skills.
• Abilities - Effective communication skills, both written and oral. Analyzes and solves problems by exercising a prominent level of judgment in response to inquiries, particularly in situations not clearly defined by precedent or established procedures. Work independently. Multi-lingual ability to speak either Haitian-Creole, Portuguese, Arabic, or Spanish a plus.
• Proficiency with Microsoft Word, Excel, and Access is a plus.
• Abilities: Strong ability to work independently and troubleshoot issues as they arise. Perform highly detailed work on multiple, concurrent tasks. Detailed and Deadline-Oriented.

Physical Requirement :

While performing the duties of this position, an employee is regularly required to sit, talk or hear, in person and by telephone, use hands to finger, handle, feel, or operate standard office equipment (such as calculators, copiers, and personal computers) and reach with hands and arms.

WORK ENVIRONMENT :

The work environment is a standard indoor office environment. The noise level in the work environment is typically low to moderate. May be asked to lift up to 25 lbs.

The City of Medford is an Equal Opportunity/Affirmative Action/504 Employer Residents of the City of Medford, Women, People of Color, Veterans and Persons with Disabilities are encouraged to apply.