Office Clerk 1

Description

Rate: $19.89 hourly

Full benefits package includes: MO Lagers Pension, medical, dental, life insurance, long-term disability and various voluntary benefit plans

We are seeking a detail-oriented and organized Office Clerk I to join our administrative team. This entry-level position offers an excellent opportunity to develop foundational office skills and contribute to the smooth operation of our organization. The ideal candidate will be proactive, reliable, and eager to support various administrative functions.

Major Duties and Responsibilities

• Performs basic clerical support of the Division to which assigned
• Types articles, letters, reports, tabulations and other material from copy, rough draft or voice recording machine
• Files various material alphabetically, numerically or according to a subject classification
• Composes and type simple form letters or letters of a standardized nature
• Operates duplicating machine, computer and other office equipment
• Collects data, originate and process various reports such as monthly department reports
• Acts as receptionist, giving general information over the phone and at the front desk
• Adjusts work hours when others are on vacation, compensatory time off, sick leave, at seminars, working flex hours, Saturday or evening office hours, during summer hours or as may be requested
• Helps to train new full-time and/or part-time clerks as may be requested
• Assists in reviewing payroll as needed
• Performs other duties as directed

Building Division, work may include, but is not limited to:

• Verifies property owners using St. Louis County tax records
• Accepts applications and prepares agendas for various boards and commissions, prepare supporting documentation, and process related submittals
• Takes and transcribe minutes of evening meetings of various boards and commissions
• Schedules all applicable appointments for Inspectors
• Collects data, originates and processes various reports such as monthly department reports
• Maintains various logs, such as inspection logs and building permit logs
• Manages escrow accounts involving apartment complexes
• Issues applications for property rental licenses as necessary.  
• Coordinates action with the Finance Department
• Accepts applications and performs detailed, multi-step office work related to occupancy inspections, exterior inspections, building permit inspections, Community Development Housing Grant inspections and all other Building Department related inspections
• Issues quick issue electrical, mechanical and plumbing permits
• Takes permit, inspection and other related fees and maintain ledgers/records not requiring specialized bookkeeping skills
• Helps formulate office policies and procedures through the Public Works Focus Groups and submit ideas and comments as may be requested
• Maintains files for summonses issued and update records verifying status with court office after court date
• Perform work of Secretary to the Director of Public Works during vacations, sickness, etc. on temporary basis
• Works with courts, regarding court files, preparing housing docket for inspectors
• Maintains minimum housing inspections and re-inspections
• Works as recording clerk for minimum housing standard board of appeals
• Processes sign inventories
• Types bills for liens on properties
• Performs other duties as directed

 Business Licenses:

• Collects payments, records and maintains records for business and various other licenses
• Processes new and renewal business license applications
• Schedules appointments for building inspections necessary to obtain occupancy permits
• Determines proper fees
• Shares all paperwork with appropriate departments
• Issues licenses once all requirements have been met
• Types and mails licenses upon approval
• Accounts for all funds received from license applications
• Enters payments into the accounting system with proper codes and license number
• Balances payments as needed including cash and checks
• Prepares deposits
• Maintains files on maintenance and nuisance bills
• Receives maintenance and nuisance bills received from Health Department
• Develops and maintains a list of maintenance and nuisance bills outstanding
• Reports unpaid balances to St. Louis County Collector for collection
• Reports outstanding balances to housing court
• Accounts for payments from transportation development districts (TDD’s)
• Receives tax payments from each business on a monthly basis
• Posts payments onto tracking spreadsheets
• Allocates payments between the City and the TDD
• Prepares bank deposits for TDD payments
• Performs various accounting tasks as needed
• Processes returned checks
• Receives citywide utility invoices and processes to proper accounts
• Maintains departmental petty cash fund
• Maintains sign inventory
• Performs other duties as directed

Job Context

Percentage of Work Indoors: 95%

Percentage of Work Outdoors: 5%

Physical Work Associated with This Position: Using a personal computer, sitting for long periods of time, reaching for files, bending, and carrying files, lift and move up to 35 lbs., seeing, hearing and talking.

Equal Opportunity Employer M/F/Disabled/Veteran

Requirements

Education and Experience

• High school diploma or its equivalent 
• Specialized course work in office practices such as typing, bookkeeping, and filing preferred Ability to effectively meet and deal with the public
• Ability to communicate effectively verbally and in writing
• Ability to handle stressful situations is vital for this position
• Basic proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Strong organizational and time management skills
• Excellent communication and interpersonal abilities
• Ability to multitask and prioritize tasks effectively
• Attention to detail and accuracy in work
• Reliable and punctual with a professional attitude