Clerk

Job Description

General Statement of Duties

Under the general supervision of the Administrative Assistant, the Clerk is responsible for providing administrative support by performing clerical functions such as preparing correspondence, filing documents, answering telephone calls and receiving visitors. Incumbent serves as the liaison with the public in taking complaints and giving general information in response to public inquiries. The Clerk is expected to demonstrate initiative in order to ensure effective and efficient administrative operations of the Public Utilities Department.

Essential Functions

The primary functions listed below are those that represent the main objectives of this class

• Operates office equipment such as fax machines, copiers, scanners, telephones, radio system, and uses computers for spreadsheets, word processing, database management, and other applications.
• Prepares daily money reports and deposits.
• Files and retrieves corporate documents, records, and reports.
• Greets visitors and determines whether they should be given access to specific areas/persons.
• Keeping up-to-date with technology and applying new knowledge to the job;
• Ensures that work orders are carried out in a timely and cost-efficient manner.
• Issuing out work orders to crews via radio, phone, web software, etc.
• Managing timely data entry of work orders
• Prepares/ distributes documentation, reports and correspondence as needed including faxes and emails.
• Documentation b) Reports
• Work Orders -Work Order Activity
• Locate Requests -Vactor Water Consumption
• Deposits -Mail Log
• Daily Logs
• Has daily contact with the public;
• Takes calls, messages, and directs to appropriate department/personnel
• Issues out excavation permits to plumbers/contractors
• Takes payment and schedules bacteriological sample pick up for contractors
• Gives information and answers questions about backflow prevention, water conservation, water/sewer rates
• Provides customer service via telephone and in person
• Maintains Files and performs data entry;
• Data Entry b) Filing
• Work Orders -Work Orders
• New Water Connections -Locate Requests
• Damages Log -Daily Report Logs
• Develops constructive and cooperative working relations with other departments;
• Billing Department for customer account status
• Fire Department for fire hydrant maintenance
• All other departments within the city
• Performs other duties as assigned.
  
  

Supervisory Responsibility

This position has no supervisory responsibilities.

Position Type/Expected Hours of Work

This is a full-time, non-exempt position, with a 40-hour work week. Incumbent must have the ability to work flexible hours including holidays, evenings, and weekends, if needed. Participation in City sponsored special events, trainings, or meetings may be required.

Physical Demands

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a personal computer, calculator, copier, and fax. No significant standing, walking, moving, climbing, carrying, bending, kneeling, reaching, crawling, pushing, or pulling. The employee must occasionally lift and /or move up to 10 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications And Requirements

Must have a high school diploma or possession of an acceptable certificate of high school equivalency. One (1) year of clerical and typing experience or related work; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Bilingual preferred.

Must possess a valid, Texas (Class C) driver's license and an acceptable driving record.

Pre-employment drug screen and physical required.

Knowledge, Skills, And Abilities

Knowledge - The knowledge of modern office practices, procedures and equipment

such as managing files, and designing forms. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Complete knowledge of principles and processes for providing exceptional customer service. Knowledge in the use of the following computer software: Microsoft Word, Excel, Access, Power Point, Outlook, etc.

Skills

Effective communication skills, both oral and written. Has the skill to type at least 40 words per minute. Being able to be tactful and resourceful and having strong attention to detail.

Abilities

Ability to carry out oral and written instructions and the ability to multi-task. The ability to recognize a problem that may not necessarily involve solving the problem. The ability to maintain an effective working relationship with city employees and the general public. The ability to apply general rules to specific problems to produce answers that make sense. The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules. The ability to maintain an effective working relationship with city employees and the general public.

AAP/EEO Statement

The City of Pharr is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (ADA) and the Americans with Disabilities Act Amendment Act (ADAAA) the City of Pharr will provide reasonable accommodations, upon reasonable request, to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.

The city focuses on identifying candidates who are customer oriented and committed to public service to create a culture that is committed to diversity.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.