Full Time Administrative Clerk

City of Lincoln Park; Lincoln Park (MI); On-site; USD 42,000 - 50,000; Full time

Job summary

City of Lincoln Park in Michigan is seeking a skilled Administrative Clerk to handle routine to complex clerical and accounting tasks, including payroll, invoices, and billing. The role involves data preparation, recordkeeping, and contributing to monthly financial reports, with wage placement based on experience.

The position emphasizes accounts payable support, customer service between the city and the public, and accurate posting of payments while maintaining confidential records and audit

Qualifications

• Considerable knowledge and experience in clerical and accounting principles, practices and procedures.
• Proficiency with Microsoft Office and ability to learn specialized software.
• Strong English language, spelling and mathematics.
• Ability to interpret contracts, policies and procedures.
• Two years clerical or accounting experience required.
• High school diploma or GED required.

Responsibilities

• Compiles and prepares payroll, invoices, purchase orders, vouchers, taxes and utilities for payment.
• Compute, record, and proofread data and other information.
• Prepare and reconcile monthly reports for billing accounts.
• Posts payments to billing accounts and maintain records.
• Prepare invoices, reports and memos and proofread correspondence.

Skills

Clerical accounting

Microsoft Office

Customer service

Education

High school diploma or GED

Tools

Microsoft Office

Job description

This TPOAM Clerical position has a current tiered annual wage scale of $42,024.00 to $50,428.80. Grade placement is based on experience and qualifications. A written examination is part of the hiring process in order to be considered for this position. This position will be for our accounts payable.

GENERAL STATEMENT OF DUTIES

To perform routine to complex responsible clerical and accounting functions.

SUPERVISION RECEIVED

Work is performed under the supervision of the City Manager and Department Head or their designee.

TYPICAL EXAMPLES OF WORK: (THESE EXAMPLES DO NOT INCLUDE ALL OF THE TASKS WHICH AN EMPLOYEE MAY BE EXPECTED TO PERFORM. TASKS MAY VARY BY DEPARTMENT.)

An employee in this classification may perform all tasks, duties, skills and functions of all Administrative Clerk job classifications as assigned.

• Compiles and prepares payroll, invoices, purchase orders, vouchers, credit card statements, taxes and utilities for payment.
• Compute, record, and proofread data and other information, such as records or reports.
• Compiles and prepares expenditures by account number to be posted to the budget.
• Prepares and reconciles monthly reports for all billing accounts.
• Maintains accurate records for all revenue and expenditure accounts associated with billing.
• Prepares monthly report showing expenditures by budget accounts.
• Acts as customer service representative between customer and city.
• Posts payments to billing accounts on a timely basis and maintains accurate records of such.
• Assemble and prepare technical information and reports.
• Prepare/type invoices, reports, memos, letters, etc., and proofread and edit correspondence.
• Compile and analyze complex data.
• Compile and balance monthly miscellaneous cash reports.
• Check the accuracy and completeness of all records, forms and documents.
• Operate office machines, equipment, register, and computer.
• Maintain clear audit trails. Assist in auditing as required.
• Prepare reports to State, Federal, County Agencies and other agencies.
• Create and maintain files and records both on paper and in the computer in a confidential manner.
• Evaluate and control confidential records and their dissemination and the exemptions to their dissemination.
• Assemble and prepare materials for meetings, as required.
• Make advanced accounting computations and check computations made by other personnel.
• Maintain good relations with the public and other employees.
• Prepare and/or assist in preparing financial statements and reports.
• Performs cashiering duties as required.
• Compile, copy, sort and file records of office activities, business transactions and other activities.
• Maintain inventory and order materials, supplies, and services.
• Open, sort and route incoming mail, answer correspondence and prepare outgoing mail.
• Develop specific goals and plans to prioritize, organize, and accomplish your work.
• Train employees assigned to the department as required.
• Set up loans and amortize payments.
• Make appointments and conduct interviews for qualifying applicants for loans
• Record leins and discharges.
• Perform all related work as required.

ADMINISTRATIVE CLERK JOB DESCRIPTION

Record leins and discharges.

Perform all related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Considerable knowledge and experience in clerical and accounting principles, practices and procedures.
• Considerable knowledge of computer software including but not limited to Microsoft Office. Ability to learn specialized software as required for the position.
• Working knowledge of business English, spelling and mathematics.
• Ability to understand, delegate and execute complex oral and written instructions.
• Ability to interpret contracts, policies and procedures.
• Ability to organize information and create reports.
• Possess the traits of dependability, integrity, discretion and maintain confidentiality.
• Ability to work in a fast pace, high stress level environment.
• Tact in dealing with the public and fellow employees.
• Strong customer service skills.
• Ability to be cross trained in multiple departments.
• Minimum of two years clerical experience and/or two years of accounting experience as required for the position.
• Graduation from an accredited high school or GED.
• Must pass written examination, physical with drug screen and background check.

ABILITY REQUIREMENTS

Degree of physical demands (strength) usually associated with the essential functions of this classification:

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently and be a negligible amount of force constantly to move objects. Physical demand requirements are more than those for sedentary work. Light work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Type of physical demands usually associated with this classification:

Regularly use hands and fingers to handle, control or feel objects.

Squatting: lowering the body by bending leg.

Stooping: bending body downward and forward by bending spine at the waist.

Hearing - Perceiving nature of sounds by ear.

Seeing: The ability to perceive the nature of objects by the eye. The important aspects of vision are:

a.

Acuity, far - Clarity of vision at 20 feet or more.

b. Acuity, near - Clarity of vision at 20 inches or less.

c. Depth Perception - Three-dimensional vision. Ability to judge distance and space relationships to see objects where and as they are.

d. Field of Vision - Area that can be seen up and down or to right or left while eyes are fixed on a given point.

e. Accommodation - Adjustment of lens of eye to bring an object into sharp focus. This item is especially important when doing near-point work at varying distances from eye.

f. Color Vision - Ability to identify and distinguish colors.

Environmental Conditions (Physical Surrounding) usually associated with this classification:

The Worker is subject to inside environmental conditions. Protection from weather conditions but not necessarily from temperature changes.

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or date.

Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Performing for or working directly with the public - Performing for people or dealing directly with the public.

Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.

Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems.