Clerical Administrator

Title: Clerical Administrator

Non-Exempt

AFSCME Union Position

Board of Trustees Approval: 04/09/2024

General Summary

The Clerical Administrator performs a variety of clerical, recordkeeping, and customer service tasks to assist with the smooth operation of the Township. The Clerical Administrator is under the direct supervision of a department head or designated assistant.

Typical Duties

• In accordance with well-defined procedures, receives materials or requests over-the-counter or by telephone, and email, such as requests for licenses, permits, or general service. Conducts record searches upon request and/or issues appropriate permits and licenses.
• Sets up and types a variety of materials such as standardized forms, record cards, summary reports and general correspondence.
• Serves as departmental receptionist receiving telephone calls and walk-in visitors requesting general information, explaining routine service and practice. Refers unusual or irregular requests to department head.
• Files, pulls materials from files and sets up identification tabs and folders for new materials, including scanning documents for retention and filing.
• May clarify transactions or exchange information with representatives of other departments and other Township offices as necessary, including service reports, gathering data from departments and summarizing to prescribed orders.
• Checks transactions for accuracy and completeness, verifies, codes for accurate recordkeeping. May make standardized entries to record books or files.
• Operates office equipment such as computers, adding machine, copiers, telephones, shredders, postage meters, and other basic office equipment.
• Trains and onboards new Clerical Administrators. Cross-training within department, and if needed with other departments.
• Creates and maintains standard operating procedures.
• Depending upon service workloads, may be temporarily assigned to other departments to assist with seasonal workloads.
• Performs a variety of other related duties as assigned.

Treasurer Specific Tasks: Computes scheduled charges and fees and receives payments for taxes, permits, licenses, invoices, bonds, rentals, and other Township services. Records such payment, securing funds and issuing receipts. Maintains a variety of information such as parcel specific information (update addresses, and phone numbers, and PRE Status). Prepares reports and calculations required by other units of government (dog tags, trailer park fees, and escheats).

Clerk Specific Tasks: Registers voters, posts notices as required by law, maintains bulletin boards. Sends publications to newspaper when necessary. Assists with Township Board and commissions meeting items. Processes cemetery deeds, purchases, transfers. Prepares and assists with election classes, setting up election equipment. Issues absentee ballots. Orders office supplies for Township.

Assessing & Ordinance Specific Tasks: Duties will be performed in compliance with County procedures, and County training. Prepares and files documentation required by the County. Assists County with all clerical, recordkeeping, and customer service tasks. Updates owner information, PRE information and addresses for parcels. Quarterly review of Oakland County documents for cross-reference with Township data book. Assists ordinance with phone calls, documentation & reporting.

Planning Department Specific Tasks: Assists in receiving, processing, and routing applications and supporting materials, including those relative to the Planning Commission, Zoning Board of Appeals, and Township Board. Assists in scheduling and coordinating meetings relative to Planning Department matters, including public hearings as required by State law and/or the Township's Zoning Ordinance. Assists in compiling, collating, printing, copying, and/or distributing agenda materials for meetings facilitated by the Planning Department, particularly the Planning Commission and Zoning Board of Appeals. Answers questions from the public and/or applicants - by phone, by email, or in-person - relative to the Planning Department's application/submittal deadlines, meeting dates, fees, processes & procedures.

Skills and Abilities

Competencies: Uses intuition and experience to complement data, designs and follow work flows and procedures.

Identifies and resolves problems in a timely manner, develops alternative solutions, works well in group problem solving situations, uses reason even when dealing with emotional topics.

Focuses on solving conflict, not blaming, maintains confidentiality, listens to other without interrupting, keeps emotions under control, remains open to others ideas and tries new things.

Listens and gets clarification, responds well to questions.

Treats people with respect, keeps commitments, inspires the trust of others, works with integrity and ethically upholds organizational values.

Follows policies and procedures, completes administrative tasks correctly and on time, supports organization's goals and values.

Prioritizes and plans work activities, uses time efficiently, sets goals and objectives, organizes or schedules their tasks.

Demonstrates accuracy and thoroughness, looks for ways to improve and promote quality. Applies feedback to improve performance, monitors own work to ensure quality.

Completes work in a timely manner, strives to increase productivity, and works quickly.

Observes safety and security procedures, reports potentially unsafe conditions, and uses equipment and materials properly.

Adapts to changes in the work environment, able to deal with frequent change, delays, or unexpected events.

Punctuality, is consistently at work on time, ensures work responsibilities are covered when absent.

Follows instructions, responds to management direction, takes responsibilities for own actions, keeps commitments, completes tasks on time or notifies appropriate person with an alternate plan.

Volunteers readily, when time allows, offers assistance to co-workers, and assists with training new employees.

Language Skills: ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedure manuals, and government forms.

Reasoning Ability: ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

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 regularly required to talk or hear. The employee is frequently required to stand; walk; sit; use hands and fingers, handle or feel and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 20 pounds.

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 moderate.

The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. 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.

Minimum Qualifications

Education: High School graduate or equivalent.

Experience: Preferred 6 months' clerical experience.

License/Certification: Must be bondable.

Monday - Thursday, 7:15 am - 5:30 pm