Under the supervision of a designated supervisor or director, performs responsible administrative, support and clerical tasks such as word processing, records management, data entry, customer service, confidential assignments and other activities. Performs many of the same duties as that of a Records Technician II, but does so at a more responsible level with greater discretion and experience and serves as team lead or trainer for cyclical work such as elections.
Duties:
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
- Receives, screens and directs telephone calls, visitors and correspondence to appropriate personnel. Responds to inquiries and complaints and provides information. Assists with complex issues and refers to appropriate individuals as necessary. Provides general information and customer service.
- Prepares and processes forms, correspondence, reports, memos, receipts, vouchers, permits and other similar documents and/or materials.
- Collects, compiles, and enters election-related data and information for use in creating and preparing databases, estimates, reports, budgets, and other records.
- Types, transcribes, enters data, copies, files, and performs other clerical tasks.
- Prepares and maintains database records, files, charts, training information, schedules, and similar information.
- Reviews and ensures the accuracy and completeness of records, forms, documents, attachments, data, and other such materials.
- Assists other departmental personnel with the preparation of reports, budgets, research and other related activities.
- Maintains confidential election records and files.
- May be required to engage in basic bookkeeping activities.
- May be required to participate in interviews and verify references, conduct background checks, and verify relevant information.
- May be required to collect fees, receive payments, and assist in issuing and processing various permits and applications.
- May be required to requisition, process and maintain supplies and office equipment.
- May be required to assist in processing Freedom of Information Act (FOIA) requests and/or voter registration records.
- (Clerk's Office) Required to maintain and oversee Qualified Voter Files (QVF) and Federal Voting Assistance Program. Processes voter information administered by the state and trains temporary workers and other staff in use of the system and database.
- (Clerk's Office) Required to provide notary services on behalf of the Clerk's Office.
- May regularly assist in training new employees and cyclical/temporary workers (i.e.; election staff).
- (Police Records Department) Processes LEIN audits and reports.
- May be required to learn specialized software to perform the specific duties of the assigned department.
- May be required to attend meetings, record and transcribe minutes, prepare agendas and packets, prepare resolutions, and perform other similar duties and functions.
- Keeps abreast of new developments in the field and new techniques through continued education and professional growth.
- Performs related work as required.
Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation.
Requirements include the following:
- A high school diploma or equivalent with coursework in business management, office management, secretarial science or a related field.
- Four or more years of experience working in an office setting, including experience performing clerical duties.
- (Clerk's Office) Notary Public designation must be achieved within a year of working in this position.
- Ability to type with speed and accuracy at a rate of not less than 55 WPM.
- Knowledge of the structure, policies, procedures, and regulations of municipal government, including familiarity with elections process. (Clerk's Office) Knowledge of federal voting laws and compliance deadlines.
- Considerable knowledge of general office operations and clerical procedures and practices.
- Ability to effectively train others and assign, coordinate, and evaluate the work of staff and temporary staff.
- Ability to learn the policies and procedures of the assigned department.
- Ability to operate general office equipment and machines, personal computer and word processing software, typewriter, calculator, copier, and fax machine.
- Ability to gather data and prepare accurate and timely records, reports, notices, memos and letters.
- Ability to convey and understand information effectively and promptly through speaking, hearing, reading, and writing.
- Ability to critically assess situations, solve problems, and work effectively within deadlines, and changing work priorities.
- Ability to establish effective working relationships and use good judgement, initiative and resourcefulness when dealing with other departments, the media, the public, Township officials, other employees, and representatives of other governmental units.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate with others in person or by phone and view and produce written and electronic documents. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand, walk, stoop, or kneel. The employee must occasionally lift and/or move items of light to moderate weight.
While performing the duties of this job, the employee typically works in an office setting. The noise level in the work environment is usually quiet.
