Clerk II

Pottawattamie County - Council Bluffs, IA (30+ days ago)4.3


Description This is a part-time Clerk II position and will work an average of 20 hours per work based upon candidate's availability during the hours of 8 AM – 4:30 PM Monday through Friday.

Responsible for providing clerical and administrative support services, including typing, data entry, filing, answering the telephone, greeting the public and scheduling appointments for departmental staff in order to assist them in providing clients with quality care and services.

Examples of Duties Assist individuals in completing applications for permits, ensures accuracy and completeness checks for building, zoning, septic, floodplain development, and well permit applications, along with agricultural exemption certificates.

Assist and maintain scheduling of meetings and inspections between the public and departmental staff.

Collect all monies for the receipt of Transfer Station, building, zoning, septic, floodplain development, and well permits, along with other monies received by the department.

Post agendas for meetings of Boards and Commissions in accordance with established policies.

Establish and maintain effective working relationships with the general public, vendors, contractors, other employees and county officials.

Greet individuals who come to the department, ascertain their needs, direct them to the appropriate sources for assistance and/or independently answer their questions regarding operating procedures, policies and regulations.

Maintain Commercial Installers Registration program, including but not limited to notification of expired registrations, collection of fees, and maintaining list of active installers.

Maintain the scanning of department documents system.

Maintain a filing system of both confidential and public departmental records.

Perform basic accounting procedures to accurately process billing for the Transfer Station and Planning Department.

Perform complex computer input and retrieval with a variety of computer programs and applications, including but not limited to MS Word, Excel, Tyler and Quicken, in the development of departmental databases, documents, reports and spreadsheets.

Prepare correspondence reports, vouchers, and forms from rough drafts, transcriptions, copies, marginal notes or verbal instructions.

Provides clerical staff support as needed, including but not limited to, filing, typing, draft correspondence, sort and distribute mail, answering telephones and assisting walk-ins.

Operate standard office equipment including copier, fax machine, scanner, multi-line phone system, personal computer, adding machine, and any other equipment required of the position.

Receive public referrals over the telephone and distribute pertinent information to the appropriate departmental staff.

Utilize computer to maintain a database of departmental information, records, forms and reports for use by all personnel as the need arises.

Provide support to the department in assisting in performing the general job functions in the temporary absence of the Permit Technician I and II and/or Office Technician II.

Maintain office supplies and equipment by taking inventory and submitting orders as needed.

Perform other duties as directed or as the situation dictates.

Typical Qualifications Ability to perform computer input and retrieval functions on a variety of programs and to learn complex computer applications utilized in the department.

Ability to communicate effectively, in English, both oral and in writing.

Ability to understand and follow both oral and written instructions.

Ability to prepare and maintain accurate and detailed work records and reports.

Ability to maintain the confidentiality of all departmental and client communications, documents and correspondence.

Ability to plan and organize a personal work schedule, set priorities and meet deadlines.

Ability to multi-task and to perform duties efficiently while managing frequent interruptions.

Ability to establish and maintain effective working relationships with clients, supervisors, fellow employees, outside agencies, government officials and the public.

Ability to spot discrepancies in verifying work.

Ability to perform detailed clerical work accurately; organize and maintain accurate office files; compose routine correspondence from brief instructions; sort and verify statistical and financial data; spell correctly; make accurate arithmetical computations; use initiative and sound independent judgment within established guidelines; operate standard office equipment, including a centralized telephone system.

Knowledge of and the ability to apply state and county building, zoning, subdivision, floodplain and health regulations.

Knowledge of routine office procedures and skilled clerical and bookkeeping techniques.

Knowledge of and the ability to utilize the English language, proper grammar, vocabulary, spelling and punctuation.

Knowledge of and the ability to perform mathematical calculations in the performance of job duties.

Knowledge and experience in using proper telephone etiquette.

Knowledge of and ability to operate standard office equipment

Special Requirements Graduation from high school or GED.

Computer proficiency in Microsoft Word, Outlook and Excel is required. Proficiency in Quicken is preferred.

Must possess a valid driver's license at the time of hire and maintain it throughout the course of employment.