Marshall County Job Description

Administrative Clerk - Commission

Department: Commission Job Code: 142

Reports To: County Administrator DOT Reference: 219.362-010

Date: November 2007 201.362-030

FLSA: Non-Exempt

Summary

Perform a variety of clerical duties for the commission office such as, composing and typing correspondence for the Commission Chairman and Administrator. Back-up the accounting staff as needed, and perform receptionist duties as needed. Perform some accounting functions.

Essential Job Functions

A. Perform a variety of clerical duties for the Commission Office

1. Compose and type correspondence for the Commission Chairman and the Administrator

2. Prepare minutes of meetings

3. Prepare letters for solid waste enforcement

4. Assist the Administrator and Chairman with new projects, including research

5. Using information provided by the Administrator, compose and distribute letters pertaining to legal matters to the County Attorney and insurance providers

6. File materials as needed

7. Perform receptionist duties as needed

B. Perform accounting duties as needed

1. Close out postage and copier accounts

2. Post tax deposits

3. Reconcile payroll and bank accounts

4. Generate 1099’s for vendors

5. Generate reports for departments at the end of each month

6. Provide assistance to payroll and accounting as needed by issuing purchase orders, verify that budget amounts are available, attach invoices to purchase orders, code and post for payment

7. Assist with maintaining fixed assets records

C. Miscellaneous other duties

1. Work with Emergency Management Agency (EMA) as needed

2. Assist in preparation of various monthly, quarterly and annual reports

Knowledge, Skills, and Abilities

1. Knowledge of modern office practices, procedures, and equipment, including computers, computer software, fax machine, copiers, telephone systems, pagers, etc.

3. Knowledge of business English, spelling, arithmetic, and vocabulary

4. Knowledge of departmental policies and procedures

5. Knowledge of the principles and practices of bookkeeping and accounting

6. Knowledge of departmental accounting systems and procedures

7. Ability to read and comprehend departmental rules, regulations, procedures and instructions

8. Ability to understand verbal instructions and directions

9. Ability to deal with people in a courteous and efficient manner

10. Ability to operate basic office equipment, including computers, fax machine, copiers, etc.

11. Ability to establish and maintain effective working relationships with other employees and the public

12. Ability to interact with the public and provide information in a polite and efficient manner both in person and on the telephone

Minimum Qualifications

High school or G. E. D. certificate supplemented with coursework in typing bookkeeping and computers, plus two years of general clerical experience, or an equivalent combination of education and experience. Experience involving work with the public, accounts or money preferred.

This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.