Principal Clerk - Public Works

City of Ames•50010, IA

3d•Onsite

About The Position

Under general supervision, this role plans, implements, and carries out support staff functions, complex clerical assignments, and projects. The position applies departmental and City customer service, purchasing, budgetary, personnel, payroll, and record-keeping policies. It serves as a liaison between Human Resources and Public Works Operations staff by communicating and assisting with the implementation of personnel-related policies and procedures. The role protects the confidentiality of employee personnel, medical, payroll, training, and employment records, and exercises sound judgment in applying departmental and City procedures. The City of Ames has a compensation philosophy for merit salary ranges that provides growth for employees as they gain experience and expertise in their roles. The minimum pay of each range is intended to reflect an employee's qualifications that meet the position's minimum requirements. The median of any range is for an employee who can reasonably meet all expectations of the position responsibilities without initial or extensive training. The City may consider a candidate's education, experience, and skills that are above the minimum requirements when considering a salary closer to the median. The median salary for this position is $64,637.

Requirements

Successful completion of high school, HiSet, or G.E.D. is required.
Three years of diversified office clerical and support staff experience is required.
Ability to type at least 40 words per minute.
Ability to exercise sound, independent judgment in applying City and departmental policies and procedures to routine situations.
Ability to make simple analyses of data and to make arithmetic calculations.
Ability to prepare routine written reports.
Ability to establish and to maintain effective working relationships with City co-workers at all levels, customers and the general public.
Talking, hearing, walking, reaching, grasping, pushing, pulling, repetitive motions, stooping, kneeling, crouching, standing, sitting, and finger dexterity.
Work requires sitting and/or using various computer equipment approximately 75% of the time, and standing and/or walking 25% of the time.
Frequently requires the exertion of up to 10 pounds of force, and infrequently requires the exertion of 10 – 50 pounds of force to lift or otherwise move objects.
The minimum standard for vision is for those whose work deals largely with preparing and analyzing data and written information, accounting, transcription, using a computer terminal, and/or extensive reading.

Nice To Haves

Post-secondary professional development in support staff functions preferred.
An equivalent combination of education in support staff functions and/or support staff experience may be considered.
Continuing education and professional development are encouraged, including job-related training such as FEMA IS-100, IS-700, safety, customer service, records management, and related programs.
Knowledge of modern office practices, customer service operations, and City departmental procedures.
Basic knowledge of accounting, payroll, purchasing, budget administration, and financial systems.
Skill in using office software including word processing, spreadsheets, databases, GIS, and related applications.
Ability to organize complex clerical work, maintain accurate records, and manage multiple priorities.
Ability to maintain confidentiality of personnel, medical, payroll, and sensitive records.
Ability to communicate effectively with employees, supervisors, and the public, including in stressful situations.
Ability to exercise sound judgment, follow City policies, and establish effective working relationships.
Skill in organizing and maintaining complex clerical operations including both manual and automated filing systems.
Skill in executing a wide variety of routine and specialized office clerical functions, including demonstrated proficiency in word processing and other office software.
Skill in operating a computer terminal and other standard office equipment.
Understanding of ADA Web Content Accessibility Guidelines (WCAG) is recommended.
May assist with preparation and distribution of social media content, press releases, construction updates, emergency notifications, snow emergency information, sidewalk safety information, and other public information materials.
May assist with employee onboarding and offboarding.
May assist with emergency operations and disaster documentation.
May operate a forklift (upon certification) for receiving and organizing shipments.

Responsibilities

Serves as frontline customer service representative to citizens and customers through in-person interactions, telephone calls, emails, and other communications directed to Public Works Operations divisions.
Provides needed support to members of work group.
Receives and reviews documents in accordance with established policies and procedures; applies departmental and City policies; exercises sound judgment in applying departmental and City procedures.
Plans, implements and manages complex clerical assignments and projects; collects and analyzes information; prepares summary reports for supervisory review.
Composes meeting minutes and correspondence requiring knowledge of departmental operations and proper grammar.
Develops and maintains filing systems and automated databases; uses software to compile, analyze, and generate reports.
Responds to customer and citizen requests; serves as the primary point of contact for citizens regarding the City's sidewalk and snowwalk safety programs and snow emergency operations; administers and coordinates sidewalk and snowwalk inspection, notification, tracking, and compliance activities; responds to inquiries regarding snow routes, snow removal operations, parking restrictions, sidewalk snow removal requirements, and other winter weather-related concerns; maintains customer and budgetary accounts.
Assists with departmental purchasing and budget administration, including entering purchase orders, processing invoices, monitoring expenditures, and utilizing City financial systems in accordance with City purchasing policies.
Maintains employee time records and assists with payroll-related documentation.
Maintains employee training, certification, licensing, and compliance records, including tracking expirations and coordinating training registrations.
Assists with employee licensing records such as CDL and DOT requirements.
Maintains a professional, courteous, calm, and composed demeanor while responding to citizen complaints, service requests, and emergency situations.
May assist with preparation and distribution of social media content, press releases, construction updates, emergency notifications, snow emergency information, sidewalk safety information, and other public information materials.
Participates on the Public Works Safety Committee and assists with maintaining records related to safety programs including Hazard Communication, Bloodborne Pathogens, Emergency Action Plans, and other required documentation.
May assist with maintaining departmental web pages and public information platforms.
May serve as a backup member of the shared Public Works and Fleet Services support staff team during staffing shortages or peak workload periods.
May assist with employee onboarding and offboarding.
May assist with emergency operations and disaster documentation.
May operate a forklift (upon certification) for receiving and organizing shipments.
Performs other duties as assigned.