Records Clerk

Unified Government of Athens-Clarke County • Athens, GA

3d • Onsite

About The Position

The purpose of this job is to perform administrative/clerical functions in support of department members and to perform various data management functions. Duties and responsibilities include, but are not limited to: reviewing preliminary documents for completeness of information; following up on missing or inaccurate information; entering data into computer system; manipulating data into report formats; retrieving data upon request; generating various reports; reporting inaccuracy/deficiency trends to management for purposes of quality improvement; preparing, reviewing, disseminating and/or filing routine correspondence and reports; entering pcard transactions, processing all requisitions and purchase orders, preparing payroll, performing personnel and financial administration duties, answering the telephone and relaying messages; and performing additional tasks as assigned.

Requirements

• High school diploma or equivalent with two years of general office experience involving records management and administration experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
• Must possess a valid driver's license.
• Must possess or have the ability to acquire Notary Public status.
• Knowledge of the policies, procedures, and activities of the Central Services Department as they pertain to the performance of duties relating to the position of Records Technician.
• Knowledge of the terminology used within the Department.
• Knowledge and ability to operate various office equipment including a computer, printer, typewriter, calculator, copier, scanner, shredder, and telephone.
• Knowledge of, unified government ordinances, departmental policies and procedures, and departmental methods as required in the performance of duties.
• Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.
• Ability to communicate effectively with supervisors and other staff members.
• Ability to use independent judgment in routine and non-routine situations.
• Ability to handle required mathematical calculations.
• Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
• Ability to plan, organize and/or prioritize daily assignments and work activities.
• Ability to comprehend and apply the regulations and procedures of the department.
• Ability to effectively communicate by oral and written means.
• Ability to operate a computer and software programs relevant to the position.
• Knowledge of invoices, budget reports, purchase requisitions, accident/injury reports, and procedures and methods as required for performing duties.
• Skill with various software including Microsoft Office (Outlook, Excel, Word), CityWorks, MUNIS, and other applicable computer programs.
• Must be physically able to operate a variety of machinery and equipment including a computer, printer, optical imaging equipment, typewriter, calculator, copier, scanner, shredder, telephone, and switchboard.
• Must be able to use body members to work, move or carry objects or materials.
• This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions.
• Must be able to exert up to 10 pounds of force occasionally.
• Physical demand requirements are at levels of those for sedentary work.
• Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
• Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving/receiving assignments and/or directions to/from co-workers, assistants or supervisors.
• Requires the ability to read a variety of informational documentation, directions, instructions, methods and procedures.
• Requires the ability to prepare correspondence, reports, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style.
• Requires the ability to speak to people with poise, voice control, and confidence.
• Requires the ability to learn and understand relatively complex principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.
• Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions.
• Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including law enforcement, radio codes, and computer terminology.
• Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; calculate percentages.
• Requires the ability to inspect items for proper length, width, and shape, visually with a variety of machinery and equipment including a computer, printer, optical imaging equipment, typewriter, calculator, copier, facsimile machine, shredder, cash register, telephone, and switchboard.
• Requires the ability to coordinate hands, fingers, and eyes accurately in using office/computer equipment.
• Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.
• Requires the ability to handle a variety of items such as automated office equipment, clerical supplies, and computer supplies.
• Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities.
• Must have minimal levels of eye/hand/foot coordination.
• May require the ability to differentiate between colors and shades of color.
• Requires the ability to deal with people beyond giving and receiving instructions.
• Must be adaptable to performing under minimal stress when confronted with an emergency.
• Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear).
• Must be able to communicate via telephone.

Nice To Haves

• A Vocational/Technical degree in Accounting, Secretarial Sciences or related discipline preferred.

Responsibilities

• Prepares division payroll and maintains personnel attendance files for division employees.
• Manages division leave and event calendar.
• Processes purchase orders, maintains purchase order ledger and monitors expenditures under existing budget accounts.
• Processes all invoices for payment.
• Processes all Pcard transactions.
• Types and edits division correspondence, memoranda, and reports.
• Provides information to the public regarding the division's services.
• Establishes and maintains office files for the division.
• Coordinates communication within the division.
• Assists in preparing budget and activity reports and specialized reports as directed. This includes assisting with the annual budget preparation.
• Prepares travel requests and accident/injury reports for the division.
• Exchanges information and resolves problems with various people.
• Coordinates and conducts the monthly safety meeting.
• Maintains inventory of office supplies.
• Assists other departments with special events. This includes the monthly ACCent submission.
• Assists with receiving and dispatching work orders, including emergency work orders and maintenance requests, to division personnel and outside vendors.
• Assists in implementing the computer maintenance management system.
• Records and charts utility cost and usage for buildings maintained by Central Services.
• Performs research for special projects.
• Answers telephone; evaluate, process and screen calls; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary and responds to requests for information.
• Performs other related duties as required.

Benefits

• ACC is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED