ADMINISTRATIVE SUPPORT I - Town Clerk

Town of Fairfield, CT; Fairfield (CT); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Paid vacation

Paid holidays

Sick leave

401(a) retirement plan

Medical insurance

Dental insurance

Vision insurance

Life insurance

Optional 457 plan

Job summary

The Town of Fairfield is seeking a general clerical specialist to perform a wide variety of routine office duties, including data entry, filing, records keeping, and basic accounting. The role supports reception, reports, payroll preparation, and uses MUNIS financial and HRIS systems.

Qualifications include a high school diploma or equivalent and 1-3 years’ experience in Town Clerk's office or similar. Strong attention to accuracy, confidentiality, and customer service are essential.

Qualifications

• High School graduate or equivalent.
• 1-3 years’ experience in Town Clerk's office or similar.
• Good knowledge of office terminology, procedures and equipment; business arithmetic and English.
• Some knowledge of elementary bookkeeping.
• Ability to maintain complex clerical records and prepare reports.
• Ability to follow oral and written instructions and to communicate effectively.

Responsibilities

• Performs a wide variety of general clerical and accounting tasks, filing, data entry and typing with speed and accuracy.
• Types forms, labels, envelopes and financial statements; proofreads materials.
• Prepares agendas and meeting minutes; may attend meetings as clerk.
• Maintains records and files; compiles information and prepares reports.
• Answers phones, directs visitors and handles routine information requests.
• Operates office machines; enters and retrieves data from HRIS/financial systems.

Skills

Communication

Customer service

Confidentiality

Multi-tasking

Attention to detail

Education

High School diploma or equivalent

Tools

MUNIS HRIS

Word processing

Spreadsheets

Database management

Job description

Performs a wide variety of general clerical and/or account keeping functions encompassing a range of diverse but routine functions including basic processing, reception, filing, record keeping, bookkeeping, data entry, and typing with speed and accuracy.

• Types a variety of forms, cards, labels, envelopes, routine memos, requisitions, accounting and financial statements, etc. and proofreads materials.
• Prepares agendas, takes and transcribes meeting minutes. May attend meetings, depending on assignment, as clerk to various boards and commissions.
• Sets up and maintains records and files according to established procedures and searches files for information.
• Compiles information from standard sources and prepares reports.
• Answers phone, relays calls and takes messages. Receives and directs visitors. Handles routine requests for information or assistance over the telephone or in person (counter, reception or information desk).
• Obtains information, assists with applications, and prepares and processes permits or licenses after assuring that all requirements are met.
• Copies and collates materials.
• Prepares routine forms and correspondence.
• Receives sorts and distributes mail.
• Performs a variety of basic and repetitive processing tasks, e.g. sorts, numbers, codes and files materials, reviews materials for accuracy and completeness, makes changes per instructions or as authorized, verifies information through cross-referencing of existing computer and/or manual files or inquiries by phone or form letter to senders or other departments.
• Assists in or maintains inventory and orders supplies.
• Operates various office machines, including but not limited to calculators, copiers, faxes and personal computers.
• Enters and retrieves data from automated financial, department specific and HRIS systems. Prepares department payroll.
• High-Level Multi-tasking and working with many interruptions
• Maintain confidentiality of records in office
• Performs related duties as required.

Additional Duties

Operates various office machines, including, but not limited to calculators, copiers, faxes and personal computers. Enters information and retrieves data from MUNIS financial and/or HR systems. Performs related duties as required.

Qualifications

Desired Qualifications

• High School graduate or equivalent
• 1-3 years’ experience working in Town Clerk's office or similar

Good knowledge of office terminology, procedures and equipment; good knowledge of business arithmetic and English.

Some knowledge of elementary bookkeeping.

Ability to maintain complex clerical records and prepare reports from such records.

Ability to make minor decisions in accordance with laws, ordinances, regulations and established policies.

Ability to perform basic clerical tasks such as coding, sorting, alphabetizing and numeric ordering.

Ability to follow oral and written instructions and to communicate effectively orally and in writing.

Ability to organize and file documents.

Ability to operate office equipment.

Ability to utilize various office automation software, including word processing systems, spreadsheets and database management programs, department specific software and automated HRIS or financial systems;

Ability to type from clear copy or rough draft, using a word processor, with speed and accuracy; ability to deal effectively with others, including the general public and co-workers.

Ability to provide exceptional customer service.

Ability to maintain a high level of professionalism and confidentiality.

Note

The above tasks and responsibilities are illustrative only. The description does not include every task or responsibility.

May be subject to skills testing.

SCHEDULE

• Mon – Fri (8:30 am – 4:30 pm)
• 35 hours/week (5-day schedule)

AFFILIATION

• Member of THEA Collective Bargaining Unit (UPSEU Unit #222)

THE TOWN OF FAIRFIELD IS AN EQUAL OPPORTUNITY EMPLOYER

It is the policy of the Town of Fairfield to ensure equal employment opportunity for all employees and to prohibit unlawful discrimination because of race, color, religion, creed, age, marital status, national origin, gender, gender identity or expression, sexual orientation or physical and mental disability.

The Town of Fairfield offers a complete benefit package including: paid vacation, holidays and sick; 401(a) retirement plan, medical including health, prescription, dental, life and vision, life insurance, Optional 457 plan.