Job Details

The Service Center Clerk/Typist II position is an administrative assistance position that performs a wide variety of secretarial and clerical duties in support of the Service Center Departments. The position is to support the Utilities Director, Street Department, Underground Utilities Departments, Water Treatment Plant, Wastewater Plant. The position also serves as a receptionist to persons contacting all the departments within the Service Center, including the Parks and Recreation Department and the Vehicle Fleet Maintenance Department.

Job Dimensions

The Service Center houses 7 different departments and approximately 40 full-time employees. The Clerk/Typist II is the front-line contact of the Service Center for incoming telephone inquiries, as well as citizen, contractor and sales foot traffic. The incumbent is responsible for preparing and mailing informational letters, record keeping, and filing for the departments at the Service Center, posting of City-wide correspondences, document collection and notarizing of Inflow & Infiltration agreements for property owners. This position also serves as the primary secretary for the City’s Tree Board.

Nature and Scope

The Clerk/Typist II position reports directly to the Utilities Director and performs a broad range of clerical functions, and provides secretarial and administrative support to the Public Works Director, Utilities Director, Underground Utilities Superintendent, Water Distribution Foreman, Metering Foreman, Sanitary Sewer Collection/I & I Foreman, Storm Water Foreman, Street Department Superintendent and other departmental personnel.

The Clerk/Typist II will have frequent interactions with Finance, Purchasing, Information Technology, Public Works, Human Resources, Revenue Collections, Engineering, Community Development, and the Water and Wastewater Treatment Plants.

The major responsibilities of the Clerk/Typist II include, but are not limited to:

• Understand the policies and procedures of the Public Works Departments and respond to citizen and contractor representative inquiries or relay them to the appropriate personnel or department for resolution.
• Develop a working knowledge of MUNIS financial software, CivicPlus, and Documents on Demand.
• Assist or prepare documents for the Public Works Director, Utilities Director and other department personnel.
• Schedule, witness, notarize and file I&I sewer lateral transfer agreements for property owners. Prepare spreadsheet for invoicing of Agreements and I&I chambers. Process and file OUPS tickets for the departments.
• Sort incoming mail and prepare outgoing mail and shipments.
• Prepare and coordinate yearly mail run schedule for the Service Center and Transit.
• File and maintain records of correspondence, purchase order and invoice reconciliations, receipts and reconciliations of departmental credit card purchases, etc.
• Coordinate and work with outside service contractors and organizations such as: uniform company, BWC audits, pest control, and miscellaneous inspections.
• Assist the Street Department Superintendent with the City Tree Program. Attend meetings, take minutes, and post on City website.
• Manage office supply inventories for all Service Center Departments.
• Manage copier supplies, service and maintenance.
• Manage rentals for live traps, hydrant meters, and wood waivers.
• Review utility vendor invoices for payment approval.
• Prepare letters to residents regarding trash violations.
• Process right-of way permits for I&I Contractors.
• Process street light outages on provider website.
• Assist in preparing grant applications.

Major Challenges

• Prioritize each day’s work assignments as the duties of this position vary from day to day.
• Deal with citizens who may be upset, angry, irate, or simply confused.
• Communicate with individuals from a wide range of educational, social, and economic backgrounds.
• Understand and comprehend the requirements and regulations of the department.
• Understand and instruct citizens of policies for trash pick-up, yard waste, and tree limb disposal as they inquire.

Other Requirements

• Excellent secretarial, organizational and communication skills.
• Demonstrated ability to use a computer for word processing, spreadsheet operations, database functions, file storage, email, and other functions.
• Ability to make minor decisions and provide information based on City and departmental policy.
• Exercise discretion when working with information and documents that may be confidential.
• Consistent pleasant demeanor when dealing with the public.
• Obtain a general knowledge of the functions, procedures, and policies of the departments.
• Must be or become a Notary within four months of hire.

Qualifications/Requirements

• High school diploma or GED equivalent.
• Additional courses in office management and clerical training.
• A minimum of three (3) years of experience in a secretarial/clerical position requiring the use of computers, Microsoft Office, current software, and providing customer service functions to the public.
• Notary Public, or obtain within six (6) months or hire
• Understanding of basic accounting principles.
• Ability to effectively communicate with people in responding to and relating questions, and providing information.

This position description in no manner states or implies that these are the only duties and responsibilities to be performed by the employee filling this position, who will be required to follow other instructions and perform any duties required by the employee's supervisor or designee.

To apply for the position submit an application to the Receptionist at 201 W. Poplar St. Sidney, OH 45365. Application will be accepted until filled. Mail to 201 W. Poplar St. Sidney OH 45365, Fax: 937 498-8160 or email: Receptionist@SidneyOH.com.