Account Clerk III

Union: SEIU

FLSA: Non-exempt

Pay Grade: 6                                                                                             

Hours: 37.5 per week

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class.  Specifications are not intended to reflect all duties performed within the job.

DEFINITION

This position serves the public through the successful administration of a wide variety of responsible and challenging administrative tasks within the Finance Department.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from supervisory or management staff. May exercise functional and technical direction over lower-level staff.

EXAMPLES OF DUTIES - Essential and other important duties and responsibilities may include, but are not limited to, the following:

          Essential duties and responsibilities

1. 1. Provides superior customer service to the public through professional interactions, timely responses, positive verbal and non-verbal language and a thorough understanding of all applicable ordinances, policies and procedures as they apply to the unit’s operations.
2. Coordinates all matters of record and file management and maintenance for Village of Oak Park documents including hard copy, electronic, and historic documents. Ensures that the Village is in complaint with all records management and maintenance laws; leads annual file maintenance projects; conducts record retention audits as needed; processes stored file requests as needed.
3. Processes financial receipts including the Real Estate Transfer Tax Transactions. Conducts the related research to ensure compliance for transactions and ensures the timely and accurate recording of information.
4. Coordinates the master room schedule for Village Hall as well as coordinating room schedules and submitting work orders to Public Works for the physical set up for meeting rooms.
5. Provides information and forms to the public; interprets Village Codes and other departmental policy as needed.
6. Responds to citizen request for information via in-person interactions, phone, and email or work orders. Assists Department in the timely response to Freedom of Information Act (FOIA) requests as needed.
7. Administers the electronic application process for Special Events held in the Village. Ensures that all documents required for permits have been received and that organizers are in compliance with applicable regulations before submitting event applications for staff review; develops expense and cost reports for events; tracks, and records, generates and applies payments for special event invoices.
8. Assist Finance Department with research projects. Works with Department staff to develop appropriate financial reporting as needed.
9. Generates invoices and processed payments for Village fees and amounts due on routine and as-needed basis.
10. Maintain and develop detailed logs and record, verify accuracy of information, research discrepancies, and record information.
11. Light accounting/bookkeeping tasks as requested by supervisor. 

1. Provide in-person customer service or phone support as needed.

Other important responsibilities and duties:

1. Acts as lead worker to work group; acts as back up to Account Clerk I and Account Clerk II.
2. Contact the public and outside agencies in the acquiring and providing information and referrals.
3. Order, receive and organize office materials and supplies.
4. Receive, sort and distribute incoming and outgoing correspondence.
5. Perform related duties and responsibilities as required.

QUALIFICATIONS

Knowledge of:

• Village of Oak Park ordinances, policies and procedures.
• Financial data entry and intermediate level bookkeeping.
• English usage, spelling, grammar and punctuation.
• Modern office procedures, methods and computer equipment.
• Principles and procedures of financial record keeping.

Ability to:

• Provide exemplary customer service to both internal and external customers.
• Correctly interpret and apply the policies and procedures of the function to which assigned.
• Learn and apply all federal and state rules as they apply to record management and maintenance
• Provide best practices for the file and record management and maintenance.
• Perform complex clerical work including maintenance of appropriate records and compiling information reports.

• Interact with all levels of staff and management for the administration of the electronic special events process.
• May provide training and lead supervision to staff involved in general clerical work.
• Type or word processing at a speed necessary for successful job performance.
• Work independently in the absence of supervision.
• Operate a variety of office equipment including a computer.
• Perform mathematical calculations quickly and accurately.

• Respond to requests and inquiries from the general public.

• Understand and carry out oral and written directions.

• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain interpersonal skills in the workplace to effectively communicate and interact with others.
• Maintain reasonable and predictable attendance
• Sustain cognitive abilities that enable

Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:

• Sitting for extended periods of time
• Operating assigned equipment.
• Moving, shifting, lifting boxes of approximately 25lbs.

Maintain effective audio-visual discrimination and perception needed for:

• Making observations
• Communicating with others
• Reading and writing
• Operating assigned equipment

Sustain cognitive abilities that enable the potential for:

• Effective interaction and communication with others

Experience and Training Guidelines

Experience:   Three years of experience in a municipal office environment of five years of general customer service experience and data and records management. AND

Training: A combination of training, work experience and possession of an Associate’s Degree or applicable courses will be considered; Bachelor’s degree in accounting or finance preferred. Must possess a valid driver’s license in the State of Illinois and have proof of driver’s insurance.

WORKING CONDITIONS

Work in an office environment; sustained posture in a seated position and prolonged periods of time with customer interactions at the department’s front counter. Travel to off-site storage facilities is required. This position requires the ability to move and shift file boxes and stored items which may weigh 25 lbs.

 Diversity Equity & Inclusion Statement

The Village of Oak Park commits itself to diversity, equity and inclusion by recognizing that creating a mutually respectful, multicultural and equitable environment does not happen on its own, it must be intentional. This includes providing equal opportunities for everyone regardless of race, ethnicity, gender identity, sexual orientation, religion, ability, military or veteran status or any other characteristics.