Principal Clerk - Audit Department

Barnesairport; Westfield (MA); On-site; USD 40,000 - 60,000; Full time

Job summary

The City of Westfield is seeking a Principal Clerk in the Auditor’s Office to provide accounts payable, clerical, bookkeeping and customer service support.

Under supervision of the Assistant Auditor, you will handle invoicing, data entry, voucher processing and recordkeeping, ensuring accuracy and timely processing in a busy municipal department. This role requires strong organizational and communication skills and proficiency with office software.

Qualifications

• High school diploma or GED and 1 year related work experience.
• Working knowledge of office and accounting software.

Responsibilities

• Prepares invoice input
• verifies bills for accuracy and appropriate authorization
• data entry of accounts payable
• organize weekly vouchers and punch bills
• verify and post Gas & Electric bills for all city accounts
• checks contracts for compliance
• prepares summaries of expenditures and balances in appropriations for warrant
• Posts bills
• Create labels and maintain filing system
• Archive records at end of year and assist with record retention pursuant to state regulations
• Handles Accounts Payable and warrant
• Maintains inventory of office supplies; orders supplies and creates purchase orders.
• Responds to inquiries whether via telephone or in person
• Such other related duties as required.

Skills

Organizational skills

Typing proficiency

Data processing

Communication skills

Education

High School Diploma or GED

Job description

Job Opportunities

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PRINCIPAL CLERK - AUDITOR’S OFFICE - AF35 GRADE 10

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Position is responsible for providing accounts payable, clerical, bookkeeping and customer service assistance for the efficient and effective operation of the department.

SUPERVISION:

Works under direct supervision of Assistant Auditor and Auditor, appointing authority. May also receive supervision from other employees of department as designated.

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.

• Prepares invoice input
• verifies bills for accuracy and appropriate authorization
• data entry of accounts payable
• organize weekly vouchers and punch bills
• verify and post Gas & Electric bills for all city accounts
• checks contracts for compliance
• prepares summaries of expenditures and balances in appropriations for warrant;
• Posts bills
• Prepares outgoing mail including typing envelopes/labels as necessary. Sorts and distributes incoming mail.
• Verifies off-duty police spreadsheet data from Police Department for submission to Collector and Payroll
• Verify worker compensation invoices
• Create labels and maintain filing system
• Archive records at end of year and assist with record retention pursuant to state regulations
• Handles Accounts Payable and warrant
• Maintains inventory of office supplies; orders supplies and creates purchase orders.
• Responds to inquiries whether via telephone or in person.
• Such other related duties as required.

OTHER ADDITIONAL REQUIREMENTS AND RESPONSIBILITIES:

• Knowledge of bookkeeping with ability to apply such to everyday activities.
• The ability to accurately calculate figures and to use basic mathematical concepts in practical applications.

EDUCATION AND EXPERIENCE:

High school diploma or GED and 1 year 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 and accounting software and machines.
• 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 & 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. Performs preparation of forms, correspondence and other documents.
• Assists with answering telephones as well as responding to questions and providing information within authority. Performs filing, scanning and copying 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.
• Such other related duties as required.

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. Work is largely sedentary in nature, with occasional lifting of up to 25 pounds with some pulling and pushing or reaching above, generally of desk and file drawers. 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.

Applications, resumes, and cover letters may be directed to the Personnel Director, City of Westfield, 59 Court Street, Room 109, Westfield, MA.