Principal Clerk – Assessing Division

Overview

Principal Clerk – Assessing Division Jobs in Auburn, MA at Town of Auburn

Position Purpose: Under the general direction of the Chief Assessor & Assistant Assessor, providing skilled clerical, administrative, financial processing, records processing, and administrative work of moderate complexity. Answering phones, providing customer and vendor assistance, data and word processing; work is of a participatory nature, requiring general knowledge of departmental operations; all other related work, as required. Some Data Collection/Field work will be required.

Supervision:

Supervision Scope: Exercises moderate initiative, creativity and independent judgment in

assisting with the administration of the department’s programs and services.

Supervision Received: Works under the general direction of the Chief Assessor, following department rules, regulations and policies, requiring the ability to plan and perform operations, and to independently complete assigned tasks according to a prescribed time schedule.

Performs varied and responsible functions requiring a general knowledge of departmental operations and the moderate exercise of judgment and initiative, particularly in situations not clearly defined by precedent or established procedure. Follows established procedures. Employee refers complex tasks, customer service requests, and unusual situations to supervisor for advice and further instructions.

Supervision Given: Senior citizens participating in tax work-off program, if any.

Work Environment:

Work is performed under typical office conditions with normal interruptions during the day from the general public; subject to normal variations in temperature; work environment is moderately quiet.

Operates a computer, calculator, telephone, copier, facsimile machine and other standard office equipment in a proficient and effective manner.

Makes frequent contacts with the general public, other town departments and officials, outside agencies, vendors, and other governmental organizations; most communication is by means of telephone and personal discussion, and involves discussing or furnishing routine information.

Has access to limited department-oriented confidential and/or sensitive information. Errors could result in delay, legal ramifications, and negative public relations.

Essential Functions:

The essential functions of duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Under the general supervision of the Chief Assessor & Assistant Assessor, prepares and verifies payroll records, bills, and payment vouchers; classifies and posts receipts and expenditures to appropriate accounts and deposits money from all fees received.

Is the first point of contact for taxpayer. Greets and assists residents and customers on the telephone and in person regarding complaints and requests for information; assists in filling out forms and applications; sends out notices; collects fees and/or fines and maintains all associated records; refers individuals to appropriate resource.

Maintains departmental filing system; processes mail and messages.

Generates and maintains departmental purchase orders; processes turn-ins and bill schedules. Processes abatements, monthly reports, and balancing for motor vehicle excise accounts; Processes DV (exemptions) plates and submits annually.

Generates and copies abutters lists (letters, maps, labels) for various boards and public; processes online abutters lists.

Generates all warrants and commitments for billing and end of year for real estate and personal property; generates all monthly reports for any adjustments during the month; creates custom reports; updates MUNIS weekly with new owner accounts and address changes.

Processes and organizes a wide variety of forms, applications, reports and other types of information; copies and distributes various reports and materials; may prepare materials for meetings.

Processes annual records destruction in compliance with state regulations.

Maintains calendars; schedules and tracks appointments for Assistant Assessor and Chief Assessor; may take and type accurate meeting minutes.

Provides general secretarial assistance and; types correspondence and various forms from copy, rough draft or general instructions; may transcribe dictation; maintains departmental records; screens incoming departmental correspondence; prepares statistical reports as required; performs record keeping work; performs departmental filing; orders department supplies.

Works on special projects; performs similar or related work as directed, required, or as situation dictates. Lists and measures structures using measuring devices at residents’ houses.

Recommended Minimum Qualifications:

Education, Training and experience:

High school diploma and two years of experience in clerical, or related field; or an equivalent combination of education and experience.

Knowledge, Ability and Skill:

Knowledge:

 General knowledge of standard office procedures, practices, forms, and equipment.

 Working knowledge of the organizations and institutions relevant to the department’s

functions. Ability to question the public repeatedly (to ascertain their true question!)

 Knowledge of the full scope of departmental activities and policies.

 Knowledge of local municipal government, practices, and procedures.

Abilities

 Ability to organize clerical and statistical records.

 Ability to maintain detailed and extensive records and to prepare reports from same.

 Ability to work effectively under time constraints to meet deadlines.

 Ability to deal tactfully and appropriately with the general public and town departments in an effective manner.

 Ability to prepare routine correspondence and reports utilizing computerized office applications, such as word processing, Excel, etc.

 Ability to communicate clearly and concisely with others, both orally and in writing, to a diverse group including staff, citizens, and department heads.

 Ability to organize time and prioritize multiple tasks.

 Ability to maintain confidentiality of sensitive information consistent with rules for public disclosure.

 Ability to operate office software programs, computers, copy machines, and other typical office equipment.

Skills

 Proficient in typing and using computer applications such as Word, Excel, Outlook, MUNIS, People GIS forms, VISION and the ability to learn various computer operations, programs and database management systems as needed.

 Proficient in use of standard office equipment, including computers.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Minimal physical effort generally required in performing duties under typical office conditions.

 Frequent interruptions to assist department staff and customers on the phone.

 The position requires regular lifting and carrying of files, documents, records, etc.

 Employee is often required to sit and/or stand in one place for an extended period of time.

 May spend extended periods at computer terminal, on telephone, or operating other office machines, requiring close eye-hand coordination and finger dexterity.

 Ability to operate a keyboard at efficient speed for long periods of time.

 Ability to lift/move objects weighing up to 30 pounds, including boxes of files, documents, etc.

 Ability to communicate both orally and in writing.

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Job Type: Full-time

Pay: From $22.93 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person

Title: Principal Clerk – Assessing Division

Company: Town of Auburn

Location: Auburn, MA