Western District Clerk

Job Summary:

The Commonwealth of Massachusetts is seeking a highly skilled and detail-oriented District Clerk to join the MassWildlife team. As a District Clerk, you will be responsible for performing a variety of administrative tasks, including data entry, typing, answering phone calls, and providing information to the public.

Key Responsibilities:

• Creates and maintains spreadsheets and databases to track correspondence, reports, data, materials, equipment, vehicles, purchases, contracts, license agreements, check stations, and vendor lists.
• Answers telephone calls and inquiries from the public and provides detailed information on Division programs and services, including online licensing and harvest reporting, problem animal control, Division lands, outdoor recreation, laws, and regulations.
• Prepares, summarizes, and reports information from standard forms, such as requisitions, payment vouchers, stocking sheets, vehicle mileage and maintenance forms, time sheets, federal aid narratives, license agreements, permit applications, controlled hunt applications, and other documents.
• Serves as a District point person on procurement of equipment, goods, and services, using current statewide procurement systems.
• Receives and distributes incoming mail, memoranda, and packages to appropriate staff and stamps outgoing mail. Handles certified or specialized mailing of important documents.
• Schedules and/or arranges for meetings, interviews, appointments, or other activities by reserving required facilities, checking availability of individuals involved, and notifying appropriate individuals of dates, times, and location to ensure attendance.
• Assists in the checking of game and furbearers using both online and traditional systems, including weighing fish for the sport fishing awards program.
• Responsible for maintaining a supply of office materials and assisting with the development, replication, and distribution of educational materials to support Division programs.
• Issues licenses and permits through an online licensing system. Assists the public with issues relative to the online licensing and game reporting system. Conducts cash transactions and calculates financial deposits.
• Prepares deposits, which are reconciled with financial documents, records, transactions, and statements to ensure conformance with established standards.
• Conducts bank deposits.
• Conducts other clerical duties, such as copying, filing, scanning, coordinating mail flow in and out of the office, receiving and distributing parcels and deliveries, data entry, electronic and paper record keeping, basic bookkeeping, and assisting DFW staff.
• Based on assignment, may operate specialized office machines and equipment.
• May be the only person in the office at certain times when other District staff are in the field.
• Assists District Staff with annual equipment/materials inventory.
• Assist District staff with administration and coordination activities as needed.
• Contributes to the team effort by performing other duties as assigned.

Requirements:

The ideal candidate will have at least three years of full-time, or equivalent part-time, experience in office work, or an equivalent combination of the required experience and the substitutions below:

• A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.
• A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.
• A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.
• A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for two years of the required experience.

Preferred Qualifications:

The Commonwealth of Massachusetts offers a comprehensive benefits package, including health insurance, retirement plans, and paid time off. The ideal candidate will have a strong understanding of office procedures, excellent communication skills, and the ability to work accurately with names, numbers, codes, and/or symbols.

How to Apply:

Applicants must submit a cover letter and resume as part of the application process. First consideration will be given to those applicants who apply within the first 14 days.