Clerk III

Job Description:\n\nNotice of Employment Opportunity The following full-time job posting will remain open until Tuesday, March 26, 2024 Clerk III (FULL-TIME) Rate of Pay: $48,960 Per Year (2024 Wage Scale)This is an external posting open to all applicants.Applications are being accepted to fill split shift vacancy in the HR Department and Supervisor's Office.Must meet the minimum requirements of the position.Applications not completed in their entirety will not be considered.Paper applications are available in the Human Resources Department. In addition to filling the vacancy, an Employment Eligibility List will be established which will be used to fill any additional budgeted vacant Clerk III positions during the next twelve months. Employees in this job classification are members of the TPOAM Union. Canton Township is a reciprocal unit as defined in the Reciprocal Retirement Act, Act 88 of 1961 Only those applications that are received in the Human Resources Department prior to the posted deadline will be considered. CLERK III - JOB DESCRIPTION DESCRIPTION OF DUTIES: The Clerk III position is responsible for providing moderately difficult clerical support and may be assigned to any division within the Township. An employee in this classification will be required to exercise some independent judgment while performing assignments based on the employee's knowledge of established practices, policies, and departmental procedures. The variety and difficulty of work differs among positions allocated to this class, but work will generally be more repetitive or routine in nature. Work in this classification may be time sensitive and/or confidential and will be subject to periodic review and audit to ensure conformity with established practice, policy and procedure. An employee in this classification will work under close supervision or direction while training after which detailed instructions and guidance will be provided only with new assignments are given or when established procedures change. Assignments will require the use of personal computer and other standard office equipment which will vary by division assigned. Employees in this position may act as a lead worker over part-time staff providing guidance to part-time, variable or seasonal employees assigned to their division. EXAMPLES OF WORK: (Note: These examples are intended merely as illustrations of the various types of work performed)Provides high level of internal and external customer service, including but not limited to, answering desk and department phone, responding to standard information inquiries and email requests, providing counter or in-person assistance to residents, employees, and visitors, directing customer questions to appropriate staff and responding to and or resolving concerns from residents, customers, staff members, the public and others. Performs standard office tasks including but not limited to, creating and maintaining filing system, sorting documents, reviewing information for accuracy, updating and distributing documents, processing department mail, performing data entry, compiling information and agendas, and or maintaining department materials. Prepares correspondences; including but not limited to letters, forms, reports, work orders, records, tabulations, articles and other correspondence from rough draft or instructions.Enters and updates information in databases and software applications, compiles data and compiles reports specific to operational need of department or division as assigned.Inputs data and creates basic spreadsheets as needed.Works with word processing, spreadsheet, database and software applications to complete administrative tasks for division served.Prepares routine deposits for department and/or division served.May act as lead worker over a small number of continuing part-time, part-time, seasonal or variable hour employees assigned to department or division by providing guidance and direction on routine task.Maintains professional and technical knowledge of assigned division by attending educational workshops and/or other training when assigned.Answers telephone and personal inquiries, routes visitors and calls, secures, sorts and routes incoming correspondence.Operates calculators, copiers, fax machines, scanners, printers and other office machines for division assigned.Schedules appointments and updates calendars.Enters for purchase orders, processes and tracks purchases, supplies, purchase orders balances and prepares reports related to expenditures as assigned. Orders and tracks office supplies as assigned, maintains office supplies and inventory by checking stock to determine inventory level. Evaluates new office products, orders supplies and verifies receipt of supplies.Contributes to team effort by completing assignments in a timely and accurate manner.Provides support to other clerical staff within the department.Ensures efficient operation of office equipment by completing or scheduling manufacturer's recommended preventive maintenance, troubleshooting malfunctions, calling for and scheduling repairs, maintaining equipment inventories, evaluating new equipment and techniques.Assists with year-end processes as assignedProcesses and distributes information and correspondence as assigned.Informs department superiors of incidents, errors or concerns that could impact the organization, department or division.Assists with organizing and maintaining common office areas.Performs other duties as assigned. ESSENTIAL JOB FUNCTIONS - KNOWLEDGE, SKILLS AND ABILITIES:Minimum age of 18.High School Diploma or GED required; supplemented by related courses and/or training preferred.One to two years' experience performing clerical work in an office setting required; municipal government or finance related experience preferred.Basic knowledge of department, division and/or Township practices and policies; external candidates must have work experience in a financial, administrative or clerical support role with the ability and willingness to learn and comply with Township practices and policies. Working knowledge of the elementary principles of public and business administration and of standard record keeping procedures preferred.Considerable experience operating a personal computer, calculator and other office equipment; Microsoft Word, Microsoft Excel and data entry experience required. Ability to understand and execute oral and written instructions.Previous experience in dealing with the public in a mature and responsible manner required; previous cash handling experience preferred. Ability and willingness to learn and understand software applications associated with department and division assigned. Extensive knowledge of office practices and procedures and of business English and arithmetic.Ability to make arithmetic computations and tabulations with speed and accuracy.Must maintain high level of accuracy with assigned functions within department or division.Skill in accurate statistical data entry and letter formatting.Must be self-motivated; must have ability and commitment to meet established deadlines.Ability to carry out routine administrative detail independently, including the scheduling and distributing of work to subordinatesAbility to be resourceful and employ good judgment in making decisions in compliance with established precedents, procedures and policies. Ability to demonstrate techniques and skills associated with assigned duties. Willingness and ability to problem-solve, and work both independently, and as part of a team in a fast-paced environment. ESSENTIAL JOB FUNCTIONS - KNOWLEDGE, SKILLS AND ABILITIES - CONTINUED: Ability to convey a positive and professional image to co-workers, Township employees, residents and visitors at all times. Ability to clearly communicate procedures, problems, and policies with fellow employees and the public tactfully and courteouslyStrong organizational and communication skills required. PHYSICAL DEMANDS: Reasonable Accommodations: Canton Township provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please contact Human Resources at (734) 394-5260. We encourage all interested qualified applicants to apply for open positions. Request for accommodations will be reviewed on a case-by-case basis. Physical Demands Lift/CarryStand- Frequently - Less than 10 lbs- FrequentlyWalk- Frequently - 10 - 29 lbs- OccasionallySit- Frequently - 30 - 59 lbs- RarelyUse of Hands/Fingers- Constantly - 60 - 100 lbs- RarelyReach- Occasionally Push/PullClimb- Rarely - Less than 10 lbs- FrequentlyCrawl- Rarely - 10 - 29 lbs- OccasionallySquat or Kneel- Occasionally - 30 - 59 lbs- Rarely Bend- Occasionally - 60 - 100 lbs- Rarely REPORTS TO: Department Head, Department Manager, Department Supervisor, or designee HIRING PROCESS – CLERK III Tuesday, March 12, 2024 thru Tuesday, March 26, 2024 - Employment ApplicationOnline applications must be completed and submitted electronically before 11:59 p.m. on the deadline date. Applications not completed in their entirety will not be considered.Paper applications must be received in the Canton Township Human Resources Department by 4:30 p.m. on the posting deadline date. Paper applications are available in the Human Resources Department.Faxed or emailed paper applications will not be accepted.Late and incomplete applications will not be accepted.All communication will be via email. Applicants must provide a valid email address on the application. Wednesday, March 27, 2024 - Selection Questionnaire Sent Candidates selected to move on in the hiring process will be emailed a selection questionnaire no later than 4:30 p.m. on Wednesday, March 27, 2024. The completed questionnaire can be returned by mail, in person, via the drop box or by email and must be received in Human Resources prior to 4:30 p.m. on Friday, April 5, 2024 Applicants who do not receive a questionnaire will receive email notification they are no longer being considered.Applicants who do not receive communication on the status of their employment application as outlined above need to contact Canton Township Human Resources at 734-394-5118 to verify the status of their application. Monday, April 8, 2024 - Applications and Selection Questionnaires Screening ProcessApplications and questionnaires will be screened for qualified candidates.The following criteria will be considered when selecting qualified candidates for the assessment tests: Questionnaire and application prepared representing the quality of desired professional work (spelling, grammar, and presentation are essential).Previous verifiable work experience in office setting preferred.Based on the number of applications received, additional screening criteria may be added to assist in the selection process. Tuesday, April 16, 2024 - General Competency Written Examination and Word/Excel Assessment Test Candidates who successfully complete the selection questionnaire and who are selected to advance to the next step in the hiring process will be scheduled to take a timed clerical basic competency written exam (multiple choice) and Word/Excel assessment test on Tuesday, April 16, 2024.Candidates obtaining a minimum of score of 70% or better on the written exam and 70% on the timed computerized assessment test which will rate proficiency in Microsoft Word 2010 or higher, Microsoft Excel or higher, typing and data entry will qualify to move onto the next step in the hiring process. Applicants selected to take the written and computerized test will be notified via email by 4:30 p.m., Monday, April 8, 2024. Applicants who are not selected to advance to the written and computerized test will receive email notification they are no longer being considered by 4:30 p.m., on Monday, April 8, 2024.Applicants who do not receive email communication on the status of their application/questionnaire by 4:30 p.m., Monday, April 8, 2024 need to contact Canton Township Human Resources at 734-394-5118 to verify the status of their application. On or after Monday, April 29, 2024 - Oral BoardsOral Interviews will be scheduled. Candidates who successfully passed the written and computerized tests and who are selected to move on in the hiring process will be notified of the oral board schedule by 4:30 p.m., Tuesday, April 23, 2024.Applicants who are not scheduled for the oral interview will receive email notification they are no longer being considered by 4:30 p.m., Tuesday, April 23, 2024.Applicants who do not receive email communication on the status of their assessment tests by 4:30 p.m., Tuesday, April 23, 2024, need to contact Canton Township Human Resources at 734-394-5118 to verify the status of their application.All candidates will be notified via e-mail of the disposition of the employment application.All offers of employment are contingent on the results of reference checks, thorough background investigation, working history verification, pre-employment physical examination, pre-employment drug screen (safety sensitive positions only), social media check and satisfactory completion of a six-month probationary period. Additional Posting InformationThere is currently one immediate split shift opening assigned to the HR Department and Supervisor's OfficeWork hours are Monday-Friday; 8:30am-4:30pmIn addition to filling the one immediate vacancy, candidates that pass the oral board interview will be considered in the establishment of an employment eligibility list. The eligibility list will be used to fill any additional vacancies in the Clerk III position over the next twelve months.Job Posted by ApplicantPro