Job Information
CITY OF THOMPSON FALLS Assistant Clerk in THOMPSON FALLS, Montana
Class Title: Assistant Clerk Department: Financial, Court, Water & Sewer Location: City of Thompson Falls Starting wage: 19.46 /more depending on experience Full Benefits and Retirement Open until filled - GENERAL PURPOSE Provides a variety of routine and complex general city office duties. - SUPERVISION RECEIVED Works under the supervision of the City Clerk/Treasurer. - SUPERVISION EXERCISED None unless assigned by the City Clerk/Treasurer. - ESSENTIAL DUTIES AND RESPONSIBILITIES General: Attends and records proceedings of City Council Meetings in the absence of the City Clerk. Assists the City Clerk in the performance of her duties as needed. Answers and responds to all incoming phone calls. Administers the City phone system. Sells dog tags (place advertisement in the paper in January), vendor permits, and cemetery lots. Swimming Pool Supervisor- Scheduling lifeguard hours, scheduling swim lessons, managing the pool and lifeguards. Makes daily swimming pool deposits during the summer. Relays messages to the City Crew and Police Officers via radio and/or telephone. Keeps record of utilities used by various City facilities. Takes care of postage and goes to the Post Office daily. Does any needed typing and billing for the Public Works Director. Fill-in as Deputy Court Clerk as needed. Keep track and order the office supplies. Process payroll and give employees payroll papers/information. Maintain payroll files. Prepare the pool brochure, maintain the water/sewer regulations, burning regulations, dog regulations & community center brochures. Keep record of the community center rentals & process payments/deposits. Keeps record of events/reservations at parks & process payments/deposits. - Filing: Responsible for organizing and maintaining City filing system. Maintain the excel worksheet for the City filing system. Keeps retention schedules and gets files ready for destruction. Responsible to organize file cabinet and make sure copies of forms are in files for employees and public. - Water and Sewer: Receives utility payments and prepares deposit. Enters collections into computer program and prints and maintains receipts journal and reports daily/monthly. Prepares, prints and mails bills. Keeps track of customer account changes for Public Works Director approval. Works with Real Estate and Title Companies when properties are sold or foreclosed on. Prepares and sends delinquent utility bill notices and other utility related correspondence. Balances sewer, water and delinquent charges for accounts receivable records. Send to County for Tax Liens in June. Responsible for processing Sewer Averages in May. Responsible to add the $2.00 DEQ fee to all accounts in October. Responsible for balancing the credit card payments with monthly bank statement. Uploads the meter reads into the system for billing. - Cemetery: Maintains all cemetery records, sells cemetery plots and informs City Crew of burials. - PERIPHERAL DUTIES May need to attend seminars and workshops related to Assistant City Clerks? duties and responsibilities. Deal professionally with the public. Composes, inputs and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. Other duties as assigned. - DESIRED MINIMUM QUALIFICATIONS - Education and Experience: (A) Graduation from an high school or GED equivalent with specialized course work in, general office practices, or data processing; and (B) Two (2) years of increasingly responsible related experience; or (C) Any equivalent combination of education and experience. - Necessary Knowledge, Skills and Abilities: (A) Working knowledge of the principles and practices of modern public administration; Extensive knowledge of office practices and procedures; (B) Ability to accurately record and maintain records, including legal requirements for recording, retention and disclosure; (C) Workin knowledge of computers and electronic data processing; (D) Skill in to operating listed tools and equipment; and (E) Ability to communicate effectively verbally and in writing; ability to establish and maintain effective working relationships with employees, other departments, officials and the public. - SPECIAL REQUIREMENTS (A) Must be bondable; (B) Valid State Driver's License, or ability to obtain one. - TOOLS AND EQUIPMENT USED Personal computer; including word processing, excel spreadsheet and data base software; mainframe computer terminal; 10-key calculator; phone; copy machine; and fax machine. - PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. - WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. - SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types 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. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.