What are the responsibilities and job description for the Support Staff V - City Clerk position at City of Bloomington Illinois?
Work involves the responsibility and performance of technical and clerical work following established methods, techniques and procedures, including collection, typing, data entry, inventory and filing of information. Includes completion, dissemination and maintenance of all departmental records.
The Support Staff V may be called upon to do any of the following: (These examples do not include all of the tasks and/or knowledge which may be expected of the employee, nor do they cover all of the specific duties which may be required.)
Perform a variety of record keeping tasks including the maintenance of central and/or departmental records of both a routine or confidential nature; track and research records, reports and evidence to secure needed information in a timely manner; maintain microfilming and retention schedules and transfer of materials and records to off site locations.
Coordinate some office functions/tasks of the department by scheduling, assigning and monitoring of information and materials, completion of special assignments and day-to-day functions.
Compose, prepare and coordinate correspondence, statements, narrative and statistical reports on legal matters with appropriate agencies.
Assist in collection, preservation, processing and control of evidence, including maintenance and retrieval of evidence from data base or storage.
Maintain, track and monitor information systems, including creation, inventory, receipt, storage, retrieval and disposition.
Perform all tasks associated with logging, processing, filing, microfilming of information or property requests and destruction of information and property in compliance with all associated law enforcement systems and requirements.
Maintain systems in compliance with above regulations for sorting, cataloging and filing to ensure materials are interpretable to all relevant parties; inform all associated agencies and the public of guidelines for seeking information.
Knowledge of business English, spelling and arithmetic.
Knowledge of modern office procedures, equipment and maintenance.
Knowledge of secretarial and office practices, office equipment and basic principals of modern public office administration.
Knowledge and skill in the application of current computer and/or electronic systems, techniques and requirements being utilized for specific applications in the department.
Knowledge of forensic art, evidence collection and preservation techniques.
Knowledge of methods and techniques used in recordkeeping systems.
Ability to learn assigned clerical tasks readily and to adhere to prescribed departmental routines.
Ability to undertake responsibilities of increasing variety with some initiative and judgment.
Ability to handle confidential material on a routine basis in an atmosphere of loyalty and trust.
Ability to understand and follow oral and written instructions of a complex nature.
Ability to effectively communicate technical data orally and written.
Ability to manage functions, resolve conflict and work harmoniously with Department Heads, officials, employees, outside professionals and the general public.
Possession of a valid Illinois Driver’s License.
Education Graduation from High School supplemented by college or university level courses or any combination of training and experience to attain above knowledge, skill and ability.
Reporting to the City Clerk this Support Staff V position requires a comprehensive knowledge of records management/file management, superior customer service skills, and great attention to detail, as well as demonstrating excellent time management skills, flexibility in managing day-to-day workloads, and demonstrating the ability to transcribe a variety of correspondence, and quickly, efficiently, and effectively learn new software and systems. Assisting the City Clerk and other staff requires confidentiality, integrity and discretion which are paramount. Relying on an administrative background to perform a wide variety of work from assisting with council activity, cash handling and receipting, providing superior customer service, and preparing departmental reports. In addition, this position serves as the backup to the deputy clerk staff person. The position plays a key role in coordinating records as well as assisting the Clerk and Deputy Clerk in assembling the council related meeting packets, as well as transcribe audio records. The right candidate will be able to greet and aid internal and external customers and answer the phones to having the ability to assist in confidential managerial tasks.Salary : $45,573 - $50,253
