Administrative Special Services Staff I (OCFO - ODFS Public Safety Fire Division)
City of Detroit
·2 days ago
- Salary
- $31k – $46k/yr
- Location
- Michigan, MI, MI, US
- Department
- Administration
- Seniority
- Senior
- Education
- High School
- Source
- GovernmentJobs
Description
ADMINISTRATIVE SPECIAL SERVICES STAFF i
CLERKING ASSOCIATE
The Clerk class is a non-supervisory role responsible for general office or support duties such as preparing, receiving, reviewing, and verifying documents; processing transactions; maintaining office records; and locating and compiling data or information from files and other data sources. Clerical work requires knowledge of an organization's rules and procedures and requires training, experience, or working knowledge related to the tasks to be performed. In this class, Clerks are classified as Levels I-IV, with varying degrees of responsibility. Clerks combine a practical knowledge of accounting, budget, or other financial management related clerical support functions with procedural knowledge in carrying out the goals of their particular organization.
~ This is an Administrative Special Services (TASS) position ~
• Reads source documents such as canceled checks, sales reports, or bills, and enters data into specific data fields using keyboards or scanners
• Operates office machines, such as photocopiers and scanners, facsimile machines, voicemail systems, and personal computers
• Operates computers programmed with accounting software to record, store, and analyze information
• Checks figures, postings, and documents for correct entry, mathematical accuracy, and proper codes
• Classifies, records, and summarizes numerical and financial data to compile and keep financial records, using journals and ledgers or computers
• Debits, credits, and totals accounts on computer spreadsheets and databases, using specialized accounting software
• Receives, records, and banks cash, checks, and vouchers
• Complies with federal, state, and City policies, procedures, and regulations
• Compiles statistical, financial, accounting, or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses
• Codes documents according to City procedures
• Reconciles or notes and reports discrepancies found in records
• Accesses computerized financial information to answer general questions, as well as those related to specific accounts
• Matches order forms with invoices and records the necessary information
• Answers telephones, directs calls, and takes messages
• Files and stores completed documents in appropriate locations; Retrieves materials in alphabetic, numeric, or chronological order
• Maintains and updates filing, inventory, mailing, and database systems using a computer
• Compiles, sorts, and verifies the accuracy of data before it is entered
• Communicates with customers, employees, and other individuals to answer questions, disseminate or explains information, take orders, and address complaints
• Collects, counts, and disburses money; does basic bookkeeping and completes banking transactions
• Completes and mails bills, contracts, policies, invoices, or checks
• Opens, sorts, and routes incoming mail, answers correspondence and outgoing mail
• Processes and prepares documents such as expense reports, invoices, receipts, statements, or other documents
• Compiles, copies, sorts, and files records of office activities, business transactions, and other activities
• Gathers, records, and proofreads data and other information, such as records and reports
• Types, formats, proofreads, and edits correspondence and other documents using personal computers
• Compares data with source documents or re-enters data in verification format to detect errors
• Stores completed documents in appropriate locations
• Locates and corrects data entry errors or reports them to supervisors
• Compiles, reviews, analyzes and records payroll time, payroll data, withholdings, benefits, and other employee related data
• Performs special projects and other duties as assigned
Education
For all Clerks, it is a requirement to have completed High School graduation or General Education Development (GED) certificate.
In addition to the minimum education requirements the following experience requirements also apply:
For selection, appointment to Clerking Associate level II or higher, in addition to the minimum education requirements, more progressive levels of experience are required based on the following:
Clerking Associate II – at least two (2) years of experience
Equivalency
- Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.
Knowledge, Skills and Abilities
The knowledge, skill, and ability of a Clerk increases with the level of responsibility and experience.
- At the entry-level, knowledge requirements might include basic knowledge of:
- Administrative and clerical procedures and systems such as word processing, managing files, records, correspondence, forms, and other office procedures and terminology
- Principles and processes for providing customer service including needs assessment, quality standards for service, and evaluation of customer satisfaction
- Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
- Office practices and procedures and routine office supplies and equipment, including
spreadsheets and word processing - Arithmetic, algebra, geometry, calculus, statistics, and their applications
- Circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming
- Basic and commonly used accounting, budget, or other financial management procedures, methods, and techniques associated with clerical types of duties to perform routine and repetitive tasks while learning how to perform full range of such tasks found in the work area
- Information that must be present in documents (such as signatures, schedules, cash receipts, bills, accounting codes, etc.), terminology, forms, or reports that are part of the transaction to review information or identify missing information, prepare final copy of documents, maintain files, respond to routine questions, or perform similar duties
- The workflow of the unit sufficient to route or distribute messages or work to the appropriate personnel
- Simple automated or manual file systems to locate, add, retrieve, or correct routine information using well-established, clear-cut procedures
- Techniques commonly used in locating errors in accounting records
At the intermediate level, knowledge requirements might include detailed, intensive knowledge of:
- Body of standardized regulations, requirements, procedures, and operations associated with clerical duties related to the assigned accounting, budget, or financial management support function
- Various steps and procedures required to perform a full range of accounting, budget, or financial management support duties related to recurring or standardized transactions
- Various accounting, budget, or other financial processing procedures to support transactions that involve the use of different forms and the application of different procedures
- Automated databases associated with a specific accounting, budget, or other financial
management function sufficient to input a range of standard information or adjustments,
understand recurring error reports and take corrective action, and generate a variety of standard reports - Structure and content of accounting, budget, or other financial management related documents (e.g., invoices, reports, travel orders and payroll forms) to investigate and resolve routine or recurring discrepancies, check documents for adequacy, or perform comparable actions that are covered by established procedures
At the advanced level, knowledge requirements might include comprehensive knowledge of:
- Body of accounting, budget, or other financial management regulations, practices, procedures, and policies related to the specific financial management support functions
- A wide variety of interrelated steps, conditions, and procedures or processes required to assemble, review, and maintain complex accounting, budget, or other fiscal transactions
- Various accounting, budget, or other financial regulations, laws, and requirements to ensure compliance and recommend action
- Variety of accounting and budget functional areas and their relationships to other functions to research or investigate problems or errors that require reconciling and reconstructing incomplete information, conducting extensive and exhaustive searches for required information, or performing actions of similar complexity
- Automated accounting and budget systems to reconcile errors that require an understanding of nonstandard procedures or to provide assistance in the development of automated procedures for clerical operations
- Extensive and diverse accounting, budget, or other financial regulations, operations, and procedures governing a wide variety of types of related transactions to resolve nonstandard transactions, complaints, or discrepancies, provide advice, or perform other work that requires authoritative procedural knowledge
Skill in:
- Use of personal computers - use of Microsoft Office (e.g. Word, Excel, Access, PowerPoint) and other office suite software packages
- Use of Excel (e.g. Formulas, Pivot Tables, Vlookup, Hlookup, other functions, charts, tables) and other financial management software packages functionality
- Use of large complex, multi-departmental financial systems
- Understanding written sentences and paragraphs in work related documents
- Communicate effectively in writing as appropriate for the needs of the audience
- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
- Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things
- Using mathematics to solve problems
Ability to:
- Interact effectively with senior leadership, subordinates, department personnel, and others
- Communicate information and ideas in speaking so others will understand
- Collect, alphabetize, code, numerically rank, sort, and batch documents
Physical Demands
The employee generally remains in a stationary position for an extended period of time operating standard office equipment which may include computers, telephones, photocopiers, and fax machines. The employee is expected to move about to accomplish tasks such as opening file cabinets and moving files. Must be able to lift, push, pull, and carry up to 25 pounds.
Work Environment
Work is performed primarily in an office environment. Some work requires travel to meetings, conferences, and other work sites with exposure to seasonal weather conditions.
This is an Administrative Special Services Staff (TASS) position.
This Appointment Term is based on availability of grant funds.
The continuation of this role depends on the availability of ongoing funding.
Employment beyond the current grant period is not guaranteed and will be based on the renewal of funding.
Candidates considered for placement in this classification may be subject to a Criminal Background Investigation based on the requirements of the position.
The above statements describe the general nature and level of work performed by employees assigned to the class. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Specific job duties may vary from position to position. The City of Detroit is an Equal Opportunity Employer. No applicant for employment shall be discriminated against on the basis of race, color, national origin, sex, religion, age, disability, or other criteria prohibited by City, State, or Federal law.