CITY OF WESTFIELD
Head Clerk – Conservation
AFSCME 35 GRADE 11
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
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.
SUPERVISION:
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.
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.
- 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.
OTHER ADDITIONAL REQUIREMENTS AND RESPONSIBILITIES:
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.
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.
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. Working knowledge of office software and machines.
- Knowledge of or willingness to become familiar with the Massachusetts Wetland Protection Act, the Westfield Wetland Protection Ordinance and open meeting laws.
- The work involves numerous 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 complete work under pressure while maintaining a high degree of accuracy in accordance with work deadlines.
- 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. Ability to prepare forms, correspondence and other documents.
- Ability to assist with answering telephones as well as responding to questions and providing information within authority. Ability to file, scan, copy and process mail/postage 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.
- Ability to multitask
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. Some of the work may be conducted on site and in the field, which may include loud noises and hazards. Ability to access all such sites and all areas of such site, which may include moderate walking, occasional climbing, bending and reaching. Work may occasionally be performed in adverse weather conditions. Occasional lifting of up to 30 pounds with some pulling and pushing or reaching above. 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.
