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HomeMy WebLinkAboutAdministrative Clerk I - Auditor JEFFERSON COUNTY Job Description Job Title: Administrative Clerk I Department: Auditor Reports To: Auditor FLSA Exempt(Y/N): No Salary Level: Grade 20 Union: UFCW Location: Courthouse BBP: No Approved By: Human Resources manager ` Approved Date: July 2020 SUMMARY: Performs as the customer service representative for the County's motor vehicle, vessel, marriage and other miscellaneous licensing functions. Receives, enters, balances, and banks daily receipts from licensing activities. Interprets legal documents required in title transfers and registrations. Has significant public contact requiring effective communication and service to customers, by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Other duties may be assigned. This job description reflects the general concept and intent of this classification and should not be construed as a detailed statement of all the work requirements that may be inherent in a position. Reviews applications to determine if the documentation submitted meets established criteria and/or is sufficient to proceed with the transaction. Implements and explains the rules and regulations for title and licensing functions. Maintains a thorough understanding of marriage and other miscellaneous licensing and permit laws. Develops customer good will by communicating effectively with customers in person and over the phone. Computes and collects title/license fees, issues appropriate inventory (plates, tabs, permits) when necessary, and balances daily receipts to individual workstation reports. Records, reconciles and classifies all revenue to proper accounts in accordance with the State Department of Licensing and County procedures. Prepare currency and checks for deposit with the bank and the County Treasurer. Maintain DOL checking account, making daily deposits and disbursements. Jefferson County Job Description: Auditor-Administrative Clerk I Page 2 of 4 Updates an automated statewide database with vehicle/vessel information. Requests and complies routine reports from Vehicle Field System. Receives accountable inventory shipments; prepares daily/monthly inventory report of county wide accountable items and licensing supplies; and orders inventory and supplies as necessary. Cross trains and performs duties in the Recording and Election Divisions during staff absences and/or as needed. COMPETENCY: To perform the job successfully, an individual should demonstrate competence in the following areas: Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills -Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control. Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information. Teamwork- Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Supports everyone's efforts to succeed. Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources. Diversity- Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Attendance/Punctuality- Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. Initiative-Volunteers readily; Seeks increased responsibilities; Asks for and offers help when needed. Jefferson County Job Description: Auditor-Administrative Clerk I Page 3 of 4 SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED) one (1) year clerical training or experience in a general office or similar field; or equivalent combination of education and experience. LANGUAGE SKILLS Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-an-one and small group situations to customers, clients, and other employees of the organization. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. COMPUTER SKILLS To perform this job successfully, an individual should have knowledge of database software; Internet software; Excel Spreadsheet software and WORD Word Processing software. CERTIFICATES, LICENSES,REGISTRATIONS Valid Washington State Driver's License OTHER SKILLS AND ABILITIES Ability to use standard office equipment including facsimile and copy machines and to adapt to new and/or modified equipment and software which may be acquired. Ability to handle money. Ability to establish and maintain effective working relationships with other staff and the general public. Jefferson County Job Description: Auditor-Administrative Clerk I Page 4 of 4 Ability to prioritize and perform multiple tasks concurrently. Ability to maintain high standards for accuracy, completeness, and efficiency in the preparation of reports and documents. PHYSICAL DEMANDS: 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. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER POSITION: This position is the entry level position in a career ladder for Administrative Clerks. The next position is an Administrative Clerk II. Advancement from Administrative Clerk Ito Administrative Clerk II within the career ladder requires meeting requirements for Administrative Clerk II and a positive recommendation from the Department Director/Elected Official.