Administrative Support II Dept Public Works

City-of-Fairfield,-Ct; Fairfield (CT); On-site; USD 42,000 - 54,000; Full time

Job summary

Town of Fairfield seeks a senior clerical/accounting assistant to handle difficult clerical and sub-professional tasks, including data entry in MUNIS, maintaining ledgers, and preparing reports. This role may float among departments.

You will supervise clerical staff, provide administrative support, safeguard confidential information, and respond to the public on services and regulations.

Qualifications

• High School diploma or GED with 3 years of experience in moderately difficult administrative tasks.
• College training may substitute on the basis of 15 semester hours per half-year of experience up to two years.
• Incumbents may be required to possess and retain a valid Motor Vehicle Operator’s license.

Responsibilities

• Collects and compiles complex statistical data from various sources.
• Enters and retrieves data from MUNIS financial and/or HR systems.
• Maintains revenue and appropriation ledgers and prepares periodic reports.
• Supervises or leads lower-level clerical staff as assigned.
• Provides administrative support including calendars, proofreading, and drafting correspondences.
• Responds to questions from the public regarding services or explains semi-technical regulations.

Skills

Microsoft Word

Microsoft Excel

Filing systems

Business arithmetic

Data research

Office communication

Education

High School diploma or GED

Tools

MUNIS system

Job description

Job Summary:

This class is accountable for performing difficult/complex clerical and/or sub-professional accounting tasks. May act as a permanent floater to multiple department or divisions.

Supervision Received:

Receives supervision from the Department Head or designee.

Supervision Exercised:

May supervise or lead lower-level clerical staff as assigned.

• Collects and compiles complex statistical data from a variety of source materials.
• Enters and retrieves data from MUNIS financial and/or HR systems.
• Establishes complex cross-reference files and file categories.
• Maintains revenue and appropriation ledgers and prepares periodic and special financial reports.
• Maintains strict confidentiality depending on assignment.
• Operates various office machines, including but not limited to calculators, copiers, faxes and personal computers.
• Provides direct administrative support to supervisor/manager which may include maintaining calendars, proofreading, drafting correspondences of a various level of complexity.
• Responds to questions from the public concerning a number of different services or provides explanations to semi-technical regulations in a specialized field.
• Schedules and assigns tasks to subordinate clerks and reviews their work for accuracy and completeness.
• Supervises or personally prepares payroll, budget records, vouchers, requisitions and other data.
• Trains subordinate staff in office policies and procedures including department-specific software.
• Performs related duties as required.

Knowledge, Skills and Abilities:

• Knowledge of computer software and report writing skills, specifically in Microsoft Word and Excel.
• Knowledge of filing systems and processes.
• Knowledge of office terminology, procedures, and equipment as well as business arithmetic and English.
• Knowledge of modern clerical account keeping practices with some knowledge of professional accounting practices.
• Knowledge of the regulations and practices of the assigned office.
• Organizational and customer service skills.
• Ability to research and compile data.
• Ability to use judgment in the analysis of facts and circumstances surrounding an individual’s problems or transactions and in the determination of action to be taken with the limits of standard or accepted practice.
• Ability to use computer systems and software.
• Ability to follow complex oral and written directions and to prepare complex fiscal and other reports.
• Ability to make minor decisions in accordance with laws, ordinances, regulations and established policies.
• Ability to effectively communicate orally and in writing, ability to plan and supervise the work of others.
• Ability to utilize various office automation software, including word processing systems, spreadsheets and database management programs.
• Ability to maintain a high level of professionalism and confidentiality.
• Ability to work independently after direction is given where defined objectives have been established.
• Ability to work well with others including the public on routine matters and furnishing or obtaining factual data requiring courtesy and tact.
• Ability to express oneself succinctly and professionally, both orally and in writing.
• Ability to provide exceptional customer service.

Minimum Qualifications:

• High School diploma or General Educational Development (GED) certification and 3 years of experience performing moderately difficult administrative or account keeping tasks. College training may be substituted on the basis of fifteen (15) semester hours equaling one-half (1/2) year of experience to a maximum of two (2) years. Incumbents in this class may be required to possess and retain a valid Motor Vehicle Operator’s license.

AFFILIATION

• Member of United Public Service Employees Union (UPSEU), Unit #222 (THEA) Collective Bargaining Unit

The Town of Fairfield is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the Town when necessary.