Clerk's Assistant

Job Description

GENERAL SUMMARY

Provides support for the day-to-day operations of the Clerk’s Office by acting as primary person responding to resident requests, while also handling office supply management and special ordering for Township Hall departments, FOIA processing for multiple departments, various permits/licenses and elections support.

Essential Duties & Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Manages office supply room and coordinates ordering supplies for Township Hall.
• Lead person to attend to resident requests either in person, by phone, or email.
• Administers and coordinates the processing and issuance of Right of Way disruption, Small Wireless facilities, Wetland and Flood plain, Solicitation and 24 hour Liquor Licenses permits and licenses originating in the Clerk’s Office
• Administers FOIA requests by tracking requests, informing appropriate departments, tracking timelines, and providing responses.
• Administers interactions and agreements with the Post Office for permits, bulk mail, business reply mail, and the post office box Assists with day-to-day operations of the Clerk’s Office
• Maintains the Clerk’s Office email box to ensure all requests are properly distributed and addressed.
• Oversees the maintenance and updates of the Subdivision Association files.
• Notarizes documents.
• Processes passport applications.
• Issues absentee ballot applications and ballots.
• Back-up for Election Specialist and backup for Administrative Assistant to the Clerk.
• Provides election support as needed.
• Performs other duties as required.
  
  

Minimum Entrance Qualifications

Education and Experience

• Bachelor's Degree
• 1 to 3 years of office experience
• Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities
  
  

Licenses or Certifications

• Qualified Voter File Refresh Certification
• Election Officials accreditation
• Passport Certification
• Notary Bond
  
  

Other Job Requirements

None.

Preferred Qualifications

1 years’ experience in a Clerk’s office

Knowledge Of

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

• English grammar, spelling, punctuation, and proper phone etiquette
• Modern office procedures, methods and computer equipment
• Relevant Bloomfield Township policies and procedures
• State voting and election laws and regulations
  
  

Skill In

• Use of relevant computer software as necessary. Especially Excel, Word and QVF
  
  

Ability To

• Establish and maintain effective working relationships
• Accurately organize and maintain paper documents and electronic files
• Maintain the confidentiality of information and professional boundaries
• Communicate effectively orally and in writing
• Meet schedules and deadlines of the work
  
  

WORK ENVIRONMENT/CONDITIONS

The work environment and exposures 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.

Work Environment

Seldom or Never

Sometimes or Occasionally

Frequently or Often

Office or similar indoor environment

X

Outdoor environment

X

Street environment (near moving traffic)

X

Construction site

X

Confined space

X

Vehicle

X

Warehouse environment

X

Shop environment

X

Exposures

Seldom or Never

Sometimes or Occasionally

Frequently or Often

Individuals who are rude or irate

X

Individuals with known violent backgrounds

X

Extreme cold (below 32 degrees)

X

Extreme heat (above 100 degrees)

X

Communicable diseases

X

Moving mechanical parts

X

Fumes or airborne particles

X

Toxic or caustic chemicals or substances

X

Loud noises (85 decibels)

X

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.

Sedentary Work - Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

How To Apply

Interested applicants should send cover letter, resume and complete Bloomfield Township Employee Application to Deputy Clerk Deana Mondock at dmondock@bloomfieldtwpmi.gov and Human Resources Director Jennifer Haring at jharing@bloomfieldtwpmi.gov .

Employment Application

Additional Information

This position is part of the General Employee Union with the Governmental Employees Labor Council (GELC).