Principal Clerk Jobs in Springfield, MA (NOW HIRING)

One (1) Full-time Vacancy: 40 Hours per week

Schedule: Monday through Friday from 8:00 a.m. - 4:30 p.m.

Grade AF1D; Hourly Rate Range: $22.30 - $ 28.59

Anticipated Hiring Hourly Rate Range: $22.30 - $24.95

Definition: This position is responsible for performing detailed accounting, clerical and bookkeeping work to support the operations of the Department of Public Works.

Essential Functions:

• Communicates in person, by phone and through email to respond to questions and concerns about Department operations; provides information about utility billing, transfer station product sales, permits, public shade tree planting, maintenance and removal and public way and utility maintenance and repair.
• Processes utility bills for residents, commercial users and property owners; processes fees related to utility operations; maintains database information for customers' utility bills and updates owner information; tracks meters to ensure accurate billing; processes meter slips to update systems.
• Dispatches service calls to appropriate Divisions; communicates with emergency dispatch and Public Works personnel during emergency or other situations.
• Processes accounts payable; performs monthly statement reconciliations; performs data entry and invoice coding as directed.
• Processes payroll for all Department Divisions; codes and logs hours and confirms rates of pay.
• Attends various City Commission meetings or Hearings; takes minutes and generates reports and documentation as directed; generates and posts legal ads or arranges for certified mailings.
• Processes and records all Public Works permits; processes cemetery certificates and associated documentation.
• Maintains work order systems for Public Works infrastructure; processes and tracks work orders.
• Tracks fuel usage, including generating reports and processing data for billing; tracks system users and coordinates system access.
• Coordinates uniform contract; maintains inventory of uniforms and safety supplies.
• Fields resident phone calls/concerns as required during inclement weather conditions or other emergency events; maintains a working list of routes as they are cleared during snow events; provides administrative support to emergency operations as directed.
• Collects fees for permits or transfer station services.
• Processes incoming mail; distributes to appropriate Divisions.
• Maintains and reviews records and files.
• Understands and follows all safety regulations.
• Provides administrative support to other positions as directed.
• Performs similar or related work as required.

Supervision Received: Under general supervision, the employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The supervisor provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods. The employee refers unusual situations to the supervisor for advice and further instructions.

Judgement: Numerous standardized practices, procedures, or general instructions govern the work and in some cases may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.

Complexity: The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed may vary according to the nature of the transaction and/or the circumstances involved in a particular situation.

Nature and Purpose of Contacts: Relationships are primarily with co-workers, the public, contractors, vendors and service recipients, involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service. More than ordinary courtesy, tact and diplomacy may be required to resolve complaints or deal with hostile, uncooperative or uninformed persons.

Education and Experience: High school diploma or equivalent; one to three years of accounting, bookkeeping, data entry experience or customer service experience; equivalent combination of education and experience.

Confidentiality: The employee has access to sensitive and confidential information in the performance of their duties.

Knowledge, Ability, and Skills: Knowledge of bookkeeping, accounting and other office practices and procedures; knowledge of state and local regulations regarding permitting. Abilities: Ability to communicate effectively both verbally and in writing; ability to use Microsoft Word and Excel; ability to organize financial and other records; ability to process invoices and other paperwork in a timely manner; ability to work independently and as a member of a team. Skills: Customer service skills; mathematical, bookkeeping and organizational skills.

Work Environment: The work is performed in an office environment. The employee may be required to work beyond normal business hours, including nights and weekends.

Physical, Motor, and Visual Skills: Physical Skills: The work involves physical skills typical of an office environment, including sitting, standing, walking and stooping. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds. Motor Skills: The work may require motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment. Visual Skills: Essential position functions require the ability to routinely read materials for general understanding and analytical purposes and the ability to view documents and spreadsheets on a computer monitor.

~ Equal Opportunity Employer ~