Treasurer - Head Clerk

CITY OF WESTFIELD

HEAD CLERK - TREASURER

AFSCME 35 GRADE 11

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Employee is expected to assist the City Treasurer in the performance and execution of the mandated duties of the Treasurer as outlined in the Treasurer’s job description and as called for by statute. The Head Clerk will work under the direct supervision of the City Treasurer. The Head Clerk will assist the Treasurer in the performance and execution of all aspects and responsibilities of the Treasurer’s office as directed.

SUPERVISION:

Under general supervision of the City Treasurer. The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The supervisor provides additional, specific instruction for new, difficult or unusual assignments. The employee refers unusual situations to the supervisor for advice and further instructions.

ESSENTIAL DUTIES AND RESPONSIBILITES:

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. 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.

• Provides customer service for a variety of activities.
• Receives and balances turnovers from departments.
• Maintains proper documentation for all accounts, expendable and non-expendable, under the control of the Treasurer.
• Responsible for accepting and monitoring all departmental turnovers.
• Responsible for maintaining and entering into Munis all cash receipts into the city journal.
• Responsible for notifying and researching all departments of any Non-Sufficient Fund checks that have been returned.
• Assists with printing of accounts payable vendor checks and related reports and uploading files to the bank.
• Disburses and transmits all accounts payable warrant checks and wire transfers.
• Scan Treasurer and Collector checks to bank and prepare for pickup for deposit.
• Prepares payroll for distribution and maintains corresponding spreadsheets.
• Assist with retirement payroll.
• Order supplies; prepare purchase orders and process invoices.
• Prepare deduction summary of federal and state taxes.
• Processes voids and cash payments for payroll and vendor checks.
• Generates numerous reports for submittal to state and federal agencies.
• May train other employees and participates in cross training.
• Such other related duties as required.

OTHER ADDITIONAL REQUIREMENTS AND RESPONSIBILITIES:

Ability to prevent errors. The nature of work assures that errors are usually detected in succeeding operations. Consequences of errors, missed deadlines or poor judgment may include time loss caused by back checking by others and slowdowns in the processing of the work.

EDUCATION AND EXPERIENCE:

High school diploma or GED and 2 years related work experience or any equivalent combination of education and experience which provides requisite knowledge, skills and abilities to perform the essential functions of the job.

SKILLS AND QUALIFICATIONS:

• Excellent organizational, typing and data processing skills, proficient in the use of personal computers and office software including word processing, database, internet and spreadsheet applications. Working knowledge of office software and machines. Must have a firm understanding of math and technology as well as knowledge of accounting techniques.
• The work involves numerous standardized practices, procedures, or general instructions that govern the work and in some cases may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.
• Ability to communicate effectively both orally and in writing; strong communication skills in relaying important information and ability to deal appropriately with other employees, department heads and City officials. Ability to maintain confidential information.
• Ability to understand and follow directions and take the initiative in completing assignments. Ability to complete work under pressure while maintaining a high degree of accuracy in accordance with work deadlines.
• Ability to follow departmental rules, regulations, policies & practices in all aspects of job.
• The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts.
• Ability to proofread work. Ability to learn and efficiently utilize specific software for department use. Performs preparation of forms, correspondence and other documents.
• Assists with answering telephones as well as responding to questions and providing information within authority. Performs filing, scanning and copying as directed.
• Ability to establish and maintain effectively working relationships and work cooperatively with coworkers, City officials, other City employees and the public. Ability to communicate effectively with the public in a courteous and professional manner.

PHYSICAL, MOTOR, AND VISUAL SKILLS

Physical Skills

Work is generally conducted within Municipal Building. Ability to travel throughout the office and within the Municipal Building is necessary. Work is largely sedentary in nature, with occasional lifting of up to 25 pounds with some pulling and pushing or reaching above, generally of desk and file drawers. Frequent use of hands to operate keyboards and telephones, and other office equipment.

Motor Skills

The work requires motor skills for activities such as keyboarding, filing, moving objects and using a variety of office equipment.

Visual Skills

Visual demands require routinely reading documents for general understanding and analytical purposes.

The City of Westfield is committed to maintaining a work environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

Job Details