Records Clerk

REPORTS TO: Division Administrator FLSASTATUS: Non-Exempt CLASSIFICATION: Personnel System - Requires satisfactory completion of a six-month probationary period

PAY GRADE: 112

SAFETY SENSITIVE: No Purpose of Job The purpose of this job is to perform administrative/clerical functions in support of department members and to perform various data management functions. Duties and responsibilities include, but are not limited to: reviewing preliminary documents for completeness of information; following up on missing or inaccurate information; entering data into computer system; manipulating data into report formats; retrieving data upon request; generating various reports; reporting inaccuracy/deficiency trends to management for purposes of quality improvement; preparing, reviewing, disseminating and/or filing routine correspondence and reports; entering pcard transactions, processing all requisitions and purchase orders, preparing payroll, performing personnel and financial administration duties, answering the telephone and relaying messages; and performing additional tasks as assigned. Job Related Requirements Work Schedule: Monday - Friday, 7:00 am - 3:30 pm May be required to work on religious holidays. Regular and predictable attendance required. Must work cooperatively with others. When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy. High school diploma or equivalent with two years of general office experience involving records management and administration experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. Must possess a valid driver's license. Must possess or have the ability to acquire Notary Public status. A Vocational/Technical degree in Accounting, Secretarial Sciences or related discipline preferred. The following duties are normal for this job depending on division assignment. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Prepares division payroll and maintains personnel attendance files for division employees. Manages division leave and event calendar. Processes purchase orders, maintains purchase order ledger and monitors expenditures under existing budget accounts. Processes all invoices for payment. Processes all Pcard transactions. Types and edits division correspondence, memoranda, and reports. Provides information to the public regarding the division's services. Establishes and maintains office files for the division. Coordinates communication within the division. Assists in preparing budget and activity reports and specialized reports as directed. This includes assisting with the annual budget preparation. Prepares travel requests and accident/injury reports for the division. Exchanges information and resolves problems with various people. Coordinates and conducts the monthly safety meeting. Maintains inventory of office supplies. Assists other departments with special events. This includes the monthly ACCent submission. Assists with receiving and dispatching work orders, including emergency work orders and maintenance requests, to division personnel and outside vendors. Assists in implementing the computer maintenance management system. Records and charts utility cost and usage for buildings maintained by Central Services. Performs research for special projects. Answers telephone; evaluate, process and screen calls; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary and responds to requests for information. Performs other related duties as required. Knowledge, Skills and Abilities Knowledge of the policies, procedures, and activities of the Central Services Department as they pertain to the performance of duties relating to the position of Records Technician. Knowledge of the terminology used within the Department. Knowledge and ability to operate various office equipment including a computer, printer, typewriter, calculator, copier, scanner, shredder, and telephone. Knowledge of, unified government ordinances, departmental policies and procedures, and departmental methods as required in the performance of duties. Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations. Ability to communicate effectively with supervisors and other staff members. Ability to use independent judgment in routine and non-routine situations. Ability to handle required mathematical calculations. Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Ability to plan, organize and/or prioritize daily assignments and work activities. Ability to comprehend and apply the regulations and procedures of the department. Ability to effectively communicate by oral and written means. Ability to operate a computer and software programs relevant to the position. Knowledge of invoices, budget reports, purchase requisitions, accident/injury reports, and procedures and methods as required for performing duties. Skill with various software including Microsoft Office (Outlook, Excel, Word), CityWorks, MUNIS, and other applicable computer programs. (ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a computer, printer, optical imaging equipment, typewriter, calculator, copier, scanner, shredder, , telephone, and switchboard. Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work. DATA CONCEPTION Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things. INTERPERSONAL COMMUNICATION Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving/receiving assignments and/or directions to/from co-workers, assistants or supervisors. LANGUAGE ABILITY Requires the ability to read a variety of informational documentation, directions, instructions, methods and procedures. Requires the ability to prepare correspondence, reports, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence. INTELLIGENCE Requires the ability to learn and understand relatively complex principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management. VERBAL APTITUDE Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including law enforcement, radio codes, and computer terminology. NUMERICAL APTITUDE Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; calculate percentages. FORM/SPATIAL APTITUDE Requires the ability to inspect items for proper length, width, and shape, visually with a variety of machinery and equipment including a computer, printer, optical imaging equipment, typewriter, calculator, copier, facsimile machine, shredder, cash register, telephone, and switchboard. MOTOR COORDINATION Requires the ability to coordinate hands, fingers, and eyes accurately in using office/computer equipment. MANUAL DEXTERITY Requires the ability to handle a variety of items such as automated office equipment, clerical supplies, and computer supplies. Must have minimal levels of eye/hand/foot coordination. COLOR DISCRIMINATION May require the ability to differentiate between colors and shades of color. INTERPERSONAL TEMPERAMENT Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency. PHYSICAL COMMUNICATION Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone. ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, View phone number on click.appcast.io or View email address on click.appcast.io. #J-18808-Ljbffr Unified Government of Athens-Clarke County