City of Medford
POSITION OVERVIEW
The Head Clerk is responsible for managing the overall administrative requirements and complex clerical and financial duties for the Department of Planning, Development & Sustainability. Position provides administrative & financial support to professional staff. Fields resident inquiries and responds as appropriate. Requires the ability to plan and perform operations to complete assigned tasks according to prescribed time schedules.
ESSENTIAL FUNCTIONS
Maintains all office accounting records and reporting; prepares financial statements; purchasing, budgeting and general administrative services.
Responds to public requests in person, via email and on the phone; uses professional judgement and office guides to appropriately make referrals to staff contacts, municipal programs, or social services.
Maintains budget records for general fund and multiple funding sources, monitors expenses against budgets, prepares reports on expenditures; including multiple grants, board and commissions, and revolving funds.
Manages billing of staff time to appropriate funding source.
Receive fees and income from multiple sources and deposits and tracks appropriately; produces quarterly internal reports on income received.
Prepares the weekly payroll, maintains vacation, sick and personal time records, etc.
Works closely with the Finance and Purchasing Departments to ensure accurate record of office expenditures.
Responsible for all purchasing; prepares purchase orders, secures price quotations as necessary, processes invoices and returns.
Orders supplies; maintains inventory of office supplies.
Updates office guides, webpages, and social media accounts with new programs, contact information; keeps guides accurate over time.
Follows up on referrals to outside social service agencies to assure referral was correct and connection was made.
Drafts monthly office e-newsletter with office project updates, coordinating with office / city staff on appropriate and accurate public information.
Prepares routine contracts, generally for Community Development Block Grant (CDBG) awards.
Supports the Community Development Block Grant (CDBG) administrator with financial reporting, fields inquiries from CDBG subrecipients.
Manages staff schedule and desk assignments as necessary for temporary staff.
Assists the Director in coordinating interdepartmental communications and requests, as needed.
Maintains and updates office files and records for multiple boards and commissions.
Participates in staff meetings to discuss and resolve problems, discuss ideas for improvement, and keep updated on city plans and activities.
Serves as a resource to interns and temporary staff.
Schedules meetings, sets up online meetings or secures rooms; prepares meeting notices for posting and advertisement.
Supports Boards and Commissions as requested.
Monitors Medford's Affordable Housing Inventory for compliance with income eligibility annually.
Assists the Housing Planner in vetting and reviewing financial records of Down Payment Assistance applications through the North Suburban Consortium.
Performs other related duties as required.
MINIMUM QUALIFICATIONS
High School diploma or equivalent and 1 year of related, clerical, business administration, customer service, or bookkeeping experience.
A bachelor's degree in a business-related field can be substituted for the work required experience.
BENEFICIAL
Valid Class D Motor Vehicle Operator’s License.
Municipal experience.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of standard office policies, practices and procedures; email, word processing, and spread sheet applications; office equipment operation; bookkeeping; and electronic and physical records management.
Effective customer service, communication, problem-solving, clerical, recordkeeping, organizational, data processing, and personal computer skills.
Ability to clearly and concisely explain information, including procedures and regulations; prepare and analyze records, data, and reports; maintain administrative systems; maintain accuracy and effectiveness with regular interruptions; plan and prioritize work; multi-task; meet deadlines; work independently; be self-motivated; communicate effectively with tact and discretion; maintain confidentiality; maintain good public relations and effective collaborative working relationships; respond in a courteous and professional manner; and work with diverse groups.
PHYSICAL & ENVIRONMENTAL WORKING CONDITIONS Performs administrative work in an office environment. Sits or stands, with intermittent periods of stooping and walking. May be required to move objects such as files, boxes of paper, office supplies, and office equipment weighing up to 30 lbs. Applies motor skills to move objects, file, and sort documents, and use office equipment such as telephones and computers. Routinely reads documents for general understanding and analytical purposes, including handwriting, forms, and reviews detailed information displayed on a computer screen.
CONFIDENTIALITY The employee has regular access to confidential records and information at the department level, requiring discretion in interactions, attention to detail in handling information and records, and responsibility for following security protocols.
JUDGMENT AND COMPLEXITY The work is governed by numerous standardized practices, procedures, or general instructions; some cases require additional interpretation. Judgment is needed to locate, select, and apply the most pertinent practice, procedure, regulation, or guideline.
NATURE AND PURPOSE OF CONTACTS Contacts are primarily with co-workers, and the public. Interactions involve frequent tactful explanation, discussion, or interpretation of practices, procedures, regulations, or guidelines to render service, plan, or assist dissatisfied customers.
SUPERVISION RECEIVED Works under the general direction of the Director of Planning, Development, and Sustainability, Mayor, or designee.
The employee works from policies, goals, and objectives, establishes short-range plans and objectives, and departmental performance standards, and assumes direct accountability for department results; consults with the supervisor only where clarification, interpretation, or exception to policy is required or requested; exercises control in the development of departmental policies, goals, objectives, and budgets; and is expected to resolve matters for divisions / departments under their control. Self-directed with input from the Board of Trustees.
DEPARTMENT Department of Planning, Development & Sustainability.
HOURS OF WORK Full-time (35 hours / week) Monday, Tuesday, and Thursday 8 : 30 AM – 4 : 30 PM; Wednesday 8 : 30 AM – 7 : 30 PM; Friday 8 : 30 AM – 12 : 30 PM.
SALARY Union CAF 5 ($1,156.58- $1,266.78 / Week).
ADDRESS ALL COVER LETTERS AND RESUMES TO Human Resources Department. City of Medford – Room 204. 85 George P. Hassett Drive. Medford, MA 02155.
Or send a cover letter and resume with the job title in the subject line to jobs@medford-ma.gov
The City of Medford is an Equal Opportunity /affirmative action /504 Employer. Residents of the City of Medford, Women, People of Color, Veterans, and Persons with Disabilities are encouraged to apply.
#J-18808-Ljbffr
ESSENTIAL FUNCTIONS
Maintains all office accounting records and reporting; prepares financial statements; purchasing, budgeting and general administrative services.
Responds to public requests in person, via email and on the phone; uses professional judgement and office guides to appropriately make referrals to staff contacts, municipal programs, or social services.
Maintains budget records for general fund and multiple funding sources, monitors expenses against budgets, prepares reports on expenditures; including multiple grants, board and commissions, and revolving funds.
Manages billing of staff time to appropriate funding source.
Receive fees and income from multiple sources and deposits and tracks appropriately; produces quarterly internal reports on income received.
Prepares the weekly payroll, maintains vacation, sick and personal time records, etc.
Works closely with the Finance and Purchasing Departments to ensure accurate record of office expenditures.
Responsible for all purchasing; prepares purchase orders, secures price quotations as necessary, processes invoices and returns.
Orders supplies; maintains inventory of office supplies.
Updates office guides, webpages, and social media accounts with new programs, contact information; keeps guides accurate over time.
Follows up on referrals to outside social service agencies to assure referral was correct and connection was made.
Drafts monthly office e-newsletter with office project updates, coordinating with office / city staff on appropriate and accurate public information.
Prepares routine contracts, generally for Community Development Block Grant (CDBG) awards.
Supports the Community Development Block Grant (CDBG) administrator with financial reporting, fields inquiries from CDBG subrecipients.
Manages staff schedule and desk assignments as necessary for temporary staff.
Assists the Director in coordinating interdepartmental communications and requests, as needed.
Maintains and updates office files and records for multiple boards and commissions.
Participates in staff meetings to discuss and resolve problems, discuss ideas for improvement, and keep updated on city plans and activities.
Serves as a resource to interns and temporary staff.
Schedules meetings, sets up online meetings or secures rooms; prepares meeting notices for posting and advertisement.
Supports Boards and Commissions as requested.
Monitors Medford's Affordable Housing Inventory for compliance with income eligibility annually.
Assists the Housing Planner in vetting and reviewing financial records of Down Payment Assistance applications through the North Suburban Consortium.
Performs other related duties as required.
MINIMUM QUALIFICATIONS
High School diploma or equivalent and 1 year of related, clerical, business administration, customer service, or bookkeeping experience.
A bachelor's degree in a business-related field can be substituted for the work required experience.
BENEFICIAL
Valid Class D Motor Vehicle Operator’s License.
Municipal experience.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of standard office policies, practices and procedures; email, word processing, and spread sheet applications; office equipment operation; bookkeeping; and electronic and physical records management.
Effective customer service, communication, problem-solving, clerical, recordkeeping, organizational, data processing, and personal computer skills.
Ability to clearly and concisely explain information, including procedures and regulations; prepare and analyze records, data, and reports; maintain administrative systems; maintain accuracy and effectiveness with regular interruptions; plan and prioritize work; multi-task; meet deadlines; work independently; be self-motivated; communicate effectively with tact and discretion; maintain confidentiality; maintain good public relations and effective collaborative working relationships; respond in a courteous and professional manner; and work with diverse groups.
PHYSICAL & ENVIRONMENTAL WORKING CONDITIONS Performs administrative work in an office environment. Sits or stands, with intermittent periods of stooping and walking. May be required to move objects such as files, boxes of paper, office supplies, and office equipment weighing up to 30 lbs. Applies motor skills to move objects, file, and sort documents, and use office equipment such as telephones and computers. Routinely reads documents for general understanding and analytical purposes, including handwriting, forms, and reviews detailed information displayed on a computer screen.
CONFIDENTIALITY The employee has regular access to confidential records and information at the department level, requiring discretion in interactions, attention to detail in handling information and records, and responsibility for following security protocols.
JUDGMENT AND COMPLEXITY The work is governed by numerous standardized practices, procedures, or general instructions; some cases require additional interpretation. Judgment is needed to locate, select, and apply the most pertinent practice, procedure, regulation, or guideline.
NATURE AND PURPOSE OF CONTACTS Contacts are primarily with co-workers, and the public. Interactions involve frequent tactful explanation, discussion, or interpretation of practices, procedures, regulations, or guidelines to render service, plan, or assist dissatisfied customers.
SUPERVISION RECEIVED Works under the general direction of the Director of Planning, Development, and Sustainability, Mayor, or designee.
The employee works from policies, goals, and objectives, establishes short-range plans and objectives, and departmental performance standards, and assumes direct accountability for department results; consults with the supervisor only where clarification, interpretation, or exception to policy is required or requested; exercises control in the development of departmental policies, goals, objectives, and budgets; and is expected to resolve matters for divisions / departments under their control. Self-directed with input from the Board of Trustees.
DEPARTMENT Department of Planning, Development & Sustainability.
HOURS OF WORK Full-time (35 hours / week) Monday, Tuesday, and Thursday 8 : 30 AM – 4 : 30 PM; Wednesday 8 : 30 AM – 7 : 30 PM; Friday 8 : 30 AM – 12 : 30 PM.
SALARY Union CAF 5 ($1,156.58- $1,266.78 / Week).
ADDRESS ALL COVER LETTERS AND RESUMES TO Human Resources Department. City of Medford – Room 204. 85 George P. Hassett Drive. Medford, MA 02155.
Or send a cover letter and resume with the job title in the subject line to jobs@medford-ma.gov
The City of Medford is an Equal Opportunity /affirmative action /504 Employer. Residents of the City of Medford, Women, People of Color, Veterans, and Persons with Disabilities are encouraged to apply.
#J-18808-Ljbffr