City of Elkader Seeks Administrative Assistant/Deputy Clerk

City of Elkader, Iowa
Job Description
CLASS TITLE: Administrative Assistant/ Deputy Clerk

Department: Clerk’s Office
Accountable to: City Administrator/Clerk
FLSA Status: Non-exempt

Works under the general direction of the City Administrator/Clerk to perform a variety of administrative, financial, office and clerical tasks. Principal duties include all aspects of the utility billing and payment process; payroll processing; receiving money, processing deposits and checks. Position performs receptionist work and administrative support for the Mayor, Clerk/Administrator and other City employees as needed. Position serves as City Clerk in the absence of the Administrator/Clerk. Position has considerable direct contact with the public and needs to use a great deal of discretion.

Essential duties:

• Provides quality customer service with a positive attitude while performing duties of receptionist: answering the telephone; greeting visitors/customers to the City’s administrative offices; sort and distribute mail to proper departments; delivers mail to Post Office.
• Perform all aspects of the utility billing process, including but not limited to: coordinating with meter-reader and downloading meter readings, preparation of utility bills, receipt and proper tracking of utility payments, reconciling accounts, following up on delinquent accounts, and maintaining accurate financial and customer records.
• Perform various financial tasks, including but not limited to: receipt of payments to city, process accounts payable including entering information in general ledger, preparation of checks approved by the City Council, make routine bank deposits, issue receipts, track financial transactions, reconcile city’s records with bank statements, prepare financial reports.
• Perform all functions related to payroll including maintaining vacation and sick leave records for each employee, processing payroll, completing monthly and quarterly reports for IPERS, Social Security, Federal and State Withholding and Unemployment, issues required tax papers such as W-2 and I-9’s
• Coordinate the building permit process with the City Administrator/Clerk;
• Coordinate with the Clerk/Administrator to process alcohol, cigarette, and other permits to assure timely and accurate review and processing;
• Receive and respond accurately to inquiries from the public; research city ordinances, resolutions, policies and other sources to assure accurate response. Communicate with the public verbally, in writing and via e-mail.
• Process Iowa One calls and other work orders to appropriate departments.
• File various documents and records to allow for efficient retrieval and in a manner consistent with city policy and the Iowa Public Records law.
• Keep master calendar of events at City Hall, Opera House and schedule of park shelter reservations.
• Perform research of a variety of topics when requested by the Clerk/Administrator.
• Performs and fulfills the routine functions of the City Clerk in his/her absence.
• Performs related work as required or assigned.

Knowledge, Skills and Abilities:

Graduation from High School. A minimum of six months experience in an office environment including billing and basic financial activities; a year of experience is preferred; requires knowledge of the principles and practice of public finance as related to utility billing, payroll, accounts payable and receipt and tracking of funds; or any equivalent combination of experience and training that would provide the following knowledge, abilities and skills:

• Ability to provide quality customer service with a positive attitude.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Considerable knowledge of modern office practices, procedures and equipment including computer experience (Microsoft Word, Excel, and Outlook; use forms and reports on the internet; search information on the internet). Competent typing skills;
• Knowledge of accounting regulations, procedures, and operations or the ability to acquire such knowledge within a reasonable training period; and ability to apply bookkeeping principles to the maintenance of utility accounting records.
• Knowledge of business English, spelling and punctuation; must be able to read, write and comprehend the English language as needed to communicate effectively with supervisor, elected officials and the public.
• Some knowledge of State laws affecting the operation and administration of City activities, or ability to obtain knowledge of such laws.
• Ability to acquire knowledge of the policies, procedures and services of the City within a reasonable training period, and explain those to affected audiences.
• Ability to understand and carry out oral and written instructions.
• Ability to organize routine work schedule, and to operate in an environment with frequent interruptions with varied assignments.
• Requires ability to work independently after instruction.

Physical Characteristics of the Job:
The majority of the work is sedentary in an office environment occasionally exerting a negligible amount of force to lift, carry, push, pull, or otherwise move objects, including the human body. The work involves use of a computer and keyboard for data entry for prolonged periods of time. Requires the ability to converse, using verbal and listening skills, with citizen customers, vendors, staff and Council. Requires clarity of vision 20” or less, and 20’ or more, as well as eye/hand coordination, manual/finger dexterity and motor coordination. Requires clerical, forms, numerical, and verbal perception.

Environmental Characteristics:
Inside office work performed under controlled conditions, but with occasional noise. Errands require going outside at least once a day in all weather conditions.

Classification History:
Adopted June 25, 2007; reviewed and approved December 14, 2015.


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