Clerk

TOWN OF MIDDLETOWN, RI

POSITION DESCRIPTION

POSITION : Clerk

DEPARTMENT : Assigned to Tax Assessor's / Collections Office

REPORTS TO : Tax Assessor or designee

GRADE CLASSIFICATION : 8

TITLE CLASSIFICATION : Clerk / Middletown Municipal Employees Association / NEARI

POSITION SUMMARY :

This Clerk II is primarily responsible for the calculation, analysis, research, preparation, processing and

maintenance of a variety of detailed records and specialized information and documentation in

compliance with local, state, and Federal laws and policy, and in support of departmental and town

operations. The position requires the ability to perform research using a high level of analytical capability

and to resolve discrepancies independently. The Clerk II is responsible for the general handling and

security of department records and requires the application of considerable knowledge in the areas of

local, state and federal laws and ordinances, policies, procedures and reporting requirements. The Clerk II

is responsible for providing general services and support throughout the Town as assigned. This position

interfaces with the general public, taxpayers, customers, outside agencies, employees and others on a

daily basis and requires a commitment to the highest quality of customer service.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

The duties listed below are intended only as illustrations of the

various types 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 class, or it

addresses business needs and changing practices :

1. Calculates, analyzes, researches, collects, maintains, prepares, processes, documents, updates and

performs other associated functions related to department data, records, payments, documentation,

reports, correspondence, applications, official forms, reports, and other information in support of

department and town operations and for approval by and submission to various parties.

2. Prepares, processes and maintains applications, licenses, permits, copies and associated paperwork.

3. Prepares and processes all required records, data, payments, documents, reports and other

associated paperwork in accordance with federal and state law and local ordinances, policies and

procedures.

4. Responsible for supporting the operations of Town Boards and Commissions, which may include but

not be limited to the attendance of meetings, the recording of, writing and indexing of meeting

minutes, and other related duties.

5. Receives and reviews official documentation from various issuing agencies and records and provides

follow-up documentation as needed.

6. Provides clerical and administrative support to the department head and department staff.

7. Responds to inquiries from taxpayers, the general public, the legal community, the Town Council,

Town Boards and Commissions, employees and others.

8. Assists the public in disclosing, preparing and filing documentation, and attends the public counter

and responds to public information requests.

9. Prepares, reconciles coordinates and submits departmental cash receipts, reports and other records

using various databases.

10. Monitors the telephone line and assists in answering customer inquiries received in person or by

telephone, facsimile, electronic mail, mail, etc.; coordinates appointments for the assigned

department.

11. Attends meetings, training sessions and re-certification programs when necessary.

12. Maintains a professional, friendly and safe working environment and performs other duties as may

from time to time be assigned.

13. Provides support for other departments as assigned.

14. Performs other related duties as assigned.

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES :

The following generally describes the knowledge and

ability required to enter the position and / or be learned within a short period of time in order to

successfully perform the assigned duties :

1. Working knowledge of Rhode Island State law, Federal law, and local Charter and Ordinance

provisions with the ability to read and interpret such provisions.

2. Must possess analytical, problem solving and mathematical skills.

3. Requires knowledge and skill in general bookkeeping with an emphasis placed on calculation and

data analysis.

4. Must be able to work independently to resolve discrepancies.

5. Must have the ability to establish and maintain effective working relationships with co-workers,

vendors, customers, and the general public.

6. Must be able to communicate effectively both orally and in writing.

7. Must possess the ability to maintain accurate and detailed records.

8. Must demonstrate initiative and the ability to accept responsibility.

9. Must possess the ability to implement strong organizational skills in order to meet deadlines, perform

detail-oriented tasks and balance a variety of responsibilities.

10. Must demonstrate a commitment to the highest quality of customer service.

11. Must possess computer skills including the use of spreadsheet, word processing, and database

management applications.

MINIMUM REQUIREMENTS :

1. Associates Degree in business, accounting or finance with a minimum of two years prior accounts

receivable experience, or any equivalent combination of education and experience that would

demonstrate the qualifications necessary to perform the duties associated with the position, is

required.

2. Must possess prior computer experience.

3. Must possess prior knowledge of general office practices and procedures.

4. Town must have the ability to bond the incumbent.

5. Must successfully pass a background investigation

PHYSICAL DEMANDS :

The physical demands described here are representative of those that must be met

by an employee to successfully perform the essential functions of this job. Reasonable accommodations

may be made to enable individuals with disabilities to perform the essential functions.

1. Environment : Work is performed primarily in a standard office environment with some travel to

different sites; incumbents may be required to work extended hours including evening and weekends

and may be required to travel outside Town boundaries to attend meetings.

2. Physical : Primary functions require sufficient physical ability and mobility to work in an office setting,

to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and

twist; to lift, carry , push, and / or pull light to moderate amounts of weight; to operate office

equipment requiring repetitive hand movement and fine coordination including use of a computer

keyboard; may travel to other locations using various modes of private and commercial

transportation; and to verbally communicate and exchange information.

3. Vision : See in the normal vision range with or without correction.

4. Hearing : Hear in the normal audio range with or without correction.

EQUIPMENT USED :

Equipment used includes but is not limited to the following :

Personal computer and peripheral devices, calculator, copy machine, digital camera, telephone,

telephone headset, folder, postage machine, and fax machine.

The Town of Middletown is an Equal Opportunity Employer

Pay Range : $25.17 per hour

Salary : $25