What are the responsibilities and job description for the Clerk II - Public Works position at Butler County?
Position Summary: Under the supervision of the department head or supervisor, the Clerk II performs responsible bookkeeping and clerical duties. The employee in this position is frequently expected to act independently in performing data entry to cost accounting, answering inquiries, preparing billing. Provides information and assistance to public on programs and procedures: explains regulations, agency policies, form completion procedures. Analyzes information, uses knowledge of rules, regulations, and precedent decisions to determine action.
Examples of Work (Essential Functions):
- Assists customers on basic/general information on the telephone or at the counter; take messages, or transfer calls to appropriate individuals; Answers the telephone and responds to inquiries and/or directions;
- Maintains and updates filing, mailing, database systems, and records, either manually or using computer-related software to update information;
- Uses software to enter and produce correspondence, logs, memos, reports, tables, and financial schedules; completes research of items to determine appropriateness;
- Scans documents into system;
- Opens, sorts, and routes incoming mail, email, faxes; answers correspondence, and prepares outgoing mail;
- Compiles, copies, sorts, and files records of office activities, business transactions, and other activities;
- Prepares receipts, invoices, statements and collects fees and disbursements; summarizes records and makes deposits for Landfill and Road and Bridge;
- Provides driveway and road entrance permits information to the public and townships;
- Provides information to haulers on oversized load permits;
- Maintains a master list of equipment for fixed asset purposes, insurance purposes, replacement schedules, budgeting, and cost analysis;
- Reviews plats submitted to public works to be sure all signatures and information are provided, then distributes information to appropriate parties;
- Organizes and coordinates meetings, provide displays, powerpoints, minutes, agenda;
- Works with insurance company regarding county accident reports;
- Assists with Checks timesheets and payroll, vouchers, requisitions and purchase orders;, and may assist with same;
- Collects and deposits receipts;
- Enters data and information on computer;
- Maintains files in an orderly accessible manner;
- Monitors office supplies and orders supplies when necessary;
- Prepares receipts, invoices, statements and collects fees;
- Prepares reports and mails statements and billings;
- Receives reports and disseminates information to appropriate personnel;
- Records monthly expenses and receipts and maintains records;
- Records statistics on all programs of the department, assists with the annual Public Works report to Kansas Department of Transportation that details time spent on program activities;
- Reviews and verifies data;
- Performs other duties as deemed necessary or as required.
Examples of Work (Marginal Functions):
None.
Certificate, License: Notary Public.
Required Education and/or Experience: Six months to twelve months related experience, High School Diploma or G.E.D. and/or training; or equivalent combination of education and experience.
Employee is expected to have acquired the necessary information and skills to perform the job reasonably well after six months in the position. Clerical and bookkeeping experience. Courses in secretarial methods and bookkeeping.
Preferred Education and/or Experience: One year related experience, High School Diploma or G.E.D.; or equivalent combination of education and experience.
Abilities, Knowledge, Skills:
- Ability to follow oral and written instructions;
- Ability to operate a typewriter, computer, and other related office equipment;
- Ability to reliably and predictably carry out duties;
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals;
- Ability to write routine reports and correspondence;
- Ability to speak effectively before groups of customers or employees of an organization;
- Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume;
- Ability to apply concepts of basic algebra and geometry;
- Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form;
- Ability to deal with problems involving several concrete variables in standardized situations;
- Ability to convey and receive detailed or important instructions and information to and from other workers and the general public;
- Knowledge of office practices and procedures, bookkeeping principles;
- Skill in interpersonal, oral and written communication.
Problem Solving: Problem solving exists in this position. Problems include handling citizen’s complaints and concerns.
Decision Making: Decision making exists in this position. Decisions include establishing job priorities.
Accountability: Employee is responsible for funds collected in the office. Employee is not responsible for budgetary control of the department and does not participate in the annual budget process.
Supervision: Supervision is provided and job related decisions are reviewed by the department head or supervisor as necessary. Employee does not have responsibility over subordinate personnel.
Personal Relationships: Continual contact with other county departments and the general public.
Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is not regularly exposed to adverse conditions. The noise level in the work environment is usually moderate.
Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is regularly required to sit; use hands to finger, grasp, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. Lifting, moving, pushing or pulling up to 10 pounds does not generally occur. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus. Sustained movements of the wrists, hands and/or fingers in typing or otherwise working primarily with the fingers rather than the whole hand or arm.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all essential functions, marginal functions, responsibilities, duties, and skills required of personnel so classified in this position.
