Description

General Statement of Duties
Performs a wide variety of general office, technical, bookkeeping, and related administrative support duties; does related work as required.
Distinguishing Features of the Class
This is highly responsible and difficult clerical, secretarial, bookkeeping, and administrative support work involving the performance of a wide variety of general office and related duties in a City-County department or division. The work is performed under the general direction and supervision of a department or division head or Administrative Coordinator, but considerable leeway is granted for the exercise of independent judgment and initiative. This class is distinguished from the class of Clerk II by the greater scope and depth of work performed, by responsibility for certain financial and other specialized department or division records, and by a greater interaction with key department or division personnel and the general public. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with supervisory personnel, other employees, personnel from other public and private sector agencies, and the general public. Direction and supervision may be exercised over the work of other assigned clerical and office personnel from time to time as instructed. Because employees in this class may be located in environments associated with law enforcement, detention facilities, social services, frequent public contact, high volume production, and/or tight timeframes for work completion, the work may be performed under considerable stress.
This position is covered under a Collective Bargaining Agreement between the City-County of Butte-Silver Bow and the Federation of Butte-Silver Bow Public Employees, Local no. 4372, MFPE Clerks.

Duties/Responsibilities

Examples of Essential Work (Illustrative Only)

• Performs personal and confidential administrative duties for a department division head as requested.
• Takes verbatim dictation and transcribes or prepares letters, minutes, reports, statements grant applications, specification, contracts, memoranda, notices, resolution ordinances, budgets, financial and statistical tables, requisitions, and other related materials, including confidential correspondence and reports;
• Prepares letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions, and other related materials, including confidential correspondence and reports;
• Responds to letters or memoranda within assigned areas of responsibility and drafts responses to other letters or memoranda for review and approval by supervisor;
• Schedules and/or reminds supervisory personnel of meetings, appointments, and conferences;
• Takes minutes of meetings and drafts minutes of meetings for approval;
• Receives and screens visitors, telephone calls, faxes, mail, and messages directed to office personnel;
• Receives requests from the public for department-related information and provides such information or directs requests to other appropriate departments, other City-County personnel, or other appropriate agencies and organizations;
• Listens to and processes complaints from the public relating to department or City-County operations and takes appropriate action to resolve or refer such complaints;
• Processes department documents and papers and interprets and applies departmental or division rules, policies, and regulations in accordance with prescribed procedures and guidelines;
• Maintains files and records of correspondence, reports, memoranda, documents, minutes, grant applications, specifications, contracts, notices, resolution ordinances, budgets, financial and statistical tables, requisitions, permits, and other related materials and other department or division materials as instructed and makes complete and up-to-date files and records quickly available to supervisor and other office personnel as requested;
• Tracks and records a wide variety of department or division activities, operations, and events and prepares reports in accordance with prescribed policies and procedures;
• Troubleshoots office machine and/or computer problems and calls for outside assistance as needed;
• Prepares schedules, assignment sheets, newsletters, bulletins, and time-sensitive narrative and statistical reports as instructed and requested by supervisor and other designated office personnel;
• Processes and maintains a wide variety of technical documents and records specific to a particular assigned department or division, such as planning, building code, disaster, and emergency services, law enforcement, detention Gail), juvenile probation, library, weed control, health, family planning, business development center and civic center;
• Copies, packages, and distributes a variety of written materials as requested by designated office personnel;
• Arranges appointments and coordinates conferences, notifies participants, prepares and distributes agenda and accompanying materials, arranges meeting details, and follows-up on decision items;
• Requisitions supplies and materials for the department or division as necessary;
• Compiles and maintains records relating to department and/or division personnel, including training activities, sick leave, vacation, overtime, and related records;
• Prepares and processes payroll for department and/or division personnel and prepares related reports;
• Collects data for and prepares statistical reports on department and/or division operations, financial and other activities, and special projects;
• Participates with supervisory personnel in preparation of the departmental or divisional annual budget;
• Calculates fees, collects payments, and writes and records receipts for cash and non-cash items;
• Manages department and/or division accounts receivable and accounts payable processes in accordance with established policies and procedures;
• Maintains department and/or division reference books, journals, and other publications;
• Conducts basic research on matters relating to department and division operations and activities;
• Coordinates special department and/or division programs and projects;
• Attends meetings, conferences, and workshops as requested and authorized;
• Performs related work as required;
• Performs all duties and work assignments in a safe, healthy, and environmentally sound manner. Specifically, complies with the Health & Safety Program; maintains work area in a safe and orderly manner; identifies and reports unsafe conditions; reports all accidents; wears required personal protective equipment; and attends safety-related meetings, training sessions, fit testing, etc.
• Performs all duties and work assignments in compliance with project quality requirements.
• Acts responsibly and ethically, and in conformance with generally accepted business, occupational, and professional standards.
• Performs other duties as assigned.

Qualifications

Required Knowledge, Skills and Abilities

• Thorough knowledge of modem office procedures, practices, and equipment;
• Thorough knowledge of departmental or divisional programs, policies, and operations as applied to the work performed;
• Thorough knowledge of modem office filing systems and procedures;
• Thorough knowledge of modem standard bookkeeping principles, practices, and procedures;
• Ability to communicate well with others, both orally and in writing;
• Ability to maintain confidentiality in all department or division matters;
• Ability to understand and follow complex oral and written instructions;
• Ability to establish and maintain effective working relationships with other office employees, supervisory personnel, other employees, and the general public;
• Ability to operate a personal computer using standard word processing, spreadsheet and database applications, and online permitting systems appropriate to assigned duties;
• Ability to maintain clerical records of some complexity and to prepare reports from such records;
• Ability to locate and read technical documents related to department or division functions;
• Ability to understand and make work decisions in accordance with department and/or division rules, regulations, policies, and procedures;
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Ability to perform a wide variety of clerical, bookkeeping, and administrative support tasks with accuracy and speed under the pressure of time-sensitive deadlines;
• Ability to direct and/or supervise the work of other clerical personnel;
• Ability to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
• Ingenuity and inventiveness in the performance of assigned tasks.

• Graduation from high school, supplemented by additional training in computers and computer applications related to assigned duties; and
• Considerable experience in the performance of administrative support duties, including bookkeeping, managing accounts receivable and accounts payable, preparation of reports and direction and supervision of other clerical personnel; or
• Any equivalent combination of experience and training which provides the knowledge, skills, and abilities necessary to perform the work.

• Must possess a current Montana Driver’s license or have the ability to obtain one within a reasonable period of time after employment.
• Must be a resident of Butte-Silver Bow during employment according to Butte-Silver Bow Ordinance:

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate effectively with others in person and over the telephone;
• Sufficient vision, with or without reasonable accommodation, which permits the employee to prepare, review and file a variety of written documents in both electronic and hardcopy forms;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer, telephone systems and to transport files as requested;
• Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to access and transport files as requested.