Administrative Clerk

City of Glasgow, Kentucky; Glasgow (KY); On-site; USD 32,000 - 46,000; Full time

Job summary

The City of Glasgow, Kentucky seeks an Administrative Clerk to serve as the main receptionist at City Hall, assist citizens in person and by phone, and handle payments and basic financial processing. This role requires attention to detail and trustworthy cash-handling abilities.

The position involves posting revenues, reconciling receipts, assisting with programs, and providing general clerical support to the Mayor and Administration staff.

Qualifications

• High school diploma or GED.
• Experience in cash handling, accounts receivable, customer service, bookkeeping, or related clerical work strongly preferred.

Responsibilities

• Serve as the primary receptionist for City Hall, greets visitors, screens and directs them, answers calls and relays messages.
• Receives and processes property tax payments and posts payments to proper accounts.
• Reconciles daily receipts and assists Tax Administrator with verification and deposit.
• Issues receipts for payments and maintains records of transactions.
• Administers yard sale permits and the senior citizen sanitation discount program.
• Performs routine clerical support for the Mayor and Administration personnel and supports related duties.

Skills

Cash handling

Accounts receivable

Customer service

Bookkeeping

Clerical work

Microsoft Word

Education

High school diploma or GED

Tools

Excel

Word processing

Job description

The Administrative Clerk serves as the primary receptionist and front-desk representative for City Hall, assists citizens in person and by telephone, receives and posts property tax and other City payments, reconciles daily receipts, and administers assigned City programs.

Essential Functions and Basic Duties

• Serves as the primary receptionist for City Hall, greets, screens, and directs visitors, answers incoming calls, and takes and relays messages for the Mayor and Administration personnel
• Responds to routine questions and concerns, provides forms and information, explains City services and procedures, resolves routine matters when possible, and refers other matters to the appropriate department or official
• Receives and processes property tax payments from taxpayers, mortgage companies, banks, and tax-processing services, as well as other assigned City revenues received in person or by mail
• Accepts cash, checks, money orders, and in-person card payments and issues receipts as appropriate
• Determines the appropriate City or departmental account for payments received, with assistance from the Finance Department when necessary, and accurately records and posts payments
• Answers routine questions concerning property tax bills, payment deadlines, discounts, penalties, ownership records, and assessed values and refers matters requiring adjustment or official action to the appropriate employee
• Reconciles daily receipts to the payment system and cash drawer and submits funds and supporting records to the Tax Administrator for verification and deposit
• Reviews and verifies the Tax Administrator’s daily receipts as part of the City’s financial control procedures
• Assists the Finance Department with researching payment discrepancies, returned checks, overpayments, duplicate payments, and misapplied funds as assigned
• Assists with preparing lien-release documentation for paid delinquent property taxes
• Issues and tracks yard sale permits
• Administers the senior citizen sanitation discount program, including receiving and reviewing applications, verifying eligibility, maintaining program records, notifying the appropriate department, and mailing notices
• Performs routine clerical support for the Mayor and Administration personnel as assigned
• Performs related duties as assigned

Qualifications

Training and Experience

• High school diploma or GED equivalent
• Experience in cash handling, accounts receivable, customer service, bookkeeping, or related clerical work strongly preferred

Special Requirements

• Ability to meet the City’s bonding requirements
• Ability to successfully complete background and drug screenings

Special Knowledge, Skills, and Abilities

• Knowledge of basic cash-handling, accounts receivable, bookkeeping, and payment-processing practices
• Ability to accurately receive, record, post, balance, and reconcile payments
• Ability to perform basic arithmetic and identify discrepancies in financial transactions
• Ability to determine the proper revenue account for funds received and seek assistance when necessary
• Ability to use financial, tax, cashiering, and data-management systems
• Basic proficiency in Microsoft Word and Excel preferred
• Ability to communicate clearly and professionally, explain routine City procedures and requirements, and maintain effective working relationships with citizens, employees, officials, and other organizations
• Ability to manage frequent interruptions, competing requests, and a steady flow of public contact while maintaining accuracy
• Ability to exercise sound judgment and refer exceptions, adjustments, refunds, and other matters requiring approval to the appropriate official
• Ability to maintain accurate records and protect sensitive information

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.