Listing Summary

TITLE:  Administrative Clerk                                                                                     ADM/11

 

DEPARTMENT:  Public Works, City of Madison

SALARY:  Commensurate with Experience

 

JOB SUMMARY:  This position is responsible for performing administrative, technical, and general clerical duties in support of the city’s various public works functions.

 

MAJOR DUTIES:

 

o    Greets visitors and answers telephones; provides information and assistance; refers to other personnel as appropriate. Public service commission Liaison for the City of Madison Gas Department.

 

o    Provides clerical help and support for City’s Public Works management staff.  This includes copying, filing, etc.  Assist staff with any correspondence and/or document preparation and maintenance as needed.   Assist staff with maintenance and/or preparation of their budgets, purchase orders, etc. 

 

o    Maintains excel spreadsheets and word documents for management staff as assigned.

 

o    Maintains files and records for the City’s public work staff.  

 

o    Responsible for data entry into any software programs associated with the city function to which this clerk is assigned. Including Regulatory Compliance duties, public service commission, State and Federal forms for Natural Gas Department. EPD compliance forms and reporting for Water and Wastewater Departments including spills and alerts to media. Oversees Watershed assessment from creek monitoring.

 

o    Performs other related duties as assigned.

 

KNOWLEDGE REQUIRED BY THE POSITION:

                                                                                                                                                           

o    Knowledge of city and departmental polices and procedures.

 

o    Knowledge of modern office practices and procedures.

 

o    Knowledge of budget management procedures.

 

o    Skill in the use of computers and other modern office equipment.

 

o    Skill in the provision of customer services.

 

o    Skill in oral and written communication.

 

SUPERVISORY CONTROLS:  The manager/supervisor of the department to which this clerk is assigned dispenses work in terms of general instructions. The manager/supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results.

 

GUIDELINES:  Guidelines include city and program policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

 

COMPLEXITY:  The work consists of clerical and customer service duties.  The volume of work to be completed contributes to the complexity of the position

 

SCOPE AND EFFECT:  The purpose of this position is to provide administrative, technical, and general clerical support for any city function as needed. Successful performance contributes to the efficiency of department operations.

 

PERSONAL CONTACTS:  Contacts are typically with co-workers, vendors, and members of the general public.

 

PURPOSE OF CONTACTS:  Contacts are typically to give or exchange information, resolve problems, and provide services.

 

PHYSICAL DEMANDS:  The work is typically performed sitting at a desk or table or while intermittently sitting, standing, stooping, walking, bending or crouching. The employee occasionally lifts light objects.

 

WORK ENVIRONMENT:  The work is typically performed in an office.

 

SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  None.

 

MINIMUM QUALIFICATIONS:

 

o    Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.

 

o    Sufficient experience to understand the basic principles relevant to the major duties of the       position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.