Office Clerk I

City of Florissant•Florissant, MO

About The Position

The Office Clerk I is an entry-level administrative position that provides clerical and operational support to the assigned division. The role involves typing and preparing correspondence and reports, filing records, operating office equipment, collecting and processing data, answering public inquiries, and assisting with payroll review and training clerks as requested. Work hours may be adjusted to provide coverage during staff absences, flexible schedules, Saturday or evening office hours, summer hours, or other requested periods. Depending on the assignment, Building Division duties may include verifying property ownership, processing applications and permits, preparing board and commission agendas and supporting materials, taking and transcribing meeting minutes, scheduling inspections, maintaining logs and records, handling fees and escrow accounts, coordinating with Finance and court offices, and supporting housing inspections and related proceedings. Business License duties may include processing applications and payments, determining fees, issuing licenses, maintaining financial and license records, preparing deposits, tracking maintenance and nuisance bills, processing returned checks and utility invoices, and maintaining departmental petty cash and sign inventories. Other duties may be assigned.

Requirements

High school diploma or equivalent.
Ability to effectively meet and deal with the public.
Ability to communicate effectively verbally and in writing.
Ability to handle stressful situations.
Basic proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
Strong organizational and time management skills.
Excellent communication and interpersonal abilities.
Ability to multitask and prioritize tasks effectively.
Attention to detail and accuracy.
Reliable and punctual, with a professional attitude.

Nice To Haves

Specialized coursework in office practices such as typing, bookkeeping, and filing.

Responsibilities

Provide basic clerical support to the assigned division.
Type articles, letters, reports, tabulations, and other materials from copy, rough drafts, or voice recordings.
File materials alphabetically, numerically, or by subject classification.
Compose and type simple form letters or standardized correspondence.
Operate duplicating machines, computers, and other office equipment.
Collect data and originate and process reports, including monthly department reports.
Act as receptionist and provide general information by telephone and at the front desk.
Adjust work hours to provide coverage during absences, flexible schedules, Saturday or evening office hours, summer hours, or as requested.
Help train new full-time or part-time clerks when requested.
Assist with reviewing payroll as needed.
For Building Division assignments, verify property owners using St. Louis County tax records.
Accept applications, prepare agendas and supporting documentation for boards and commissions, and process related submissions.
Take and transcribe minutes for evening meetings of boards and commissions.
Schedule applicable appointments for inspectors and maintain inspection and building permit logs.
Manage escrow accounts involving apartment complexes and issue property rental license applications as necessary.
Coordinate actions with the Finance Department.
Process office work related to occupancy, exterior, building permit, Community Development Housing Grant, and other Building Department inspections.
Issue quick-issue electrical, mechanical, and plumbing permits; collect related fees; and maintain ledgers and records that do not require specialized bookkeeping skills.
Help formulate office policies and procedures through Public Works Focus Groups and submit ideas and comments as requested.
Maintain records for summonses and verify their status with the court office after court dates.
Temporarily perform the Secretary to the Director of Public Works role during vacations, sickness, or similar absences.
Work with courts on court files and prepare housing dockets for inspectors.
Maintain minimum housing inspection and re-inspection records and serve as recording clerk for the minimum housing standards board of appeals.
Process sign inventories and type bills for property liens.
For Business License assignments, collect payments and maintain records for business and other licenses.
Process new and renewal business license applications, determine fees, coordinate paperwork with appropriate departments, and issue and mail approved licenses.
Schedule building inspections required for occupancy permits.
Account for funds received, enter payments into the accounting system with appropriate codes and license numbers, balance payments, and prepare deposits.
Maintain files and outstanding-bill lists for maintenance and nuisance bills; report unpaid balances to the St. Louis County Collector and outstanding balances to housing court.
Account for transportation development district payments, receive monthly business tax payments, post them to tracking spreadsheets, allocate them between the City and TDD, and prepare bank deposits.
Perform accounting tasks as needed, process returned checks, and route citywide utility invoices to proper accounts.
Maintain the departmental petty cash fund and sign inventory.
Perform other duties as directed.