Principal Clerk

POSITION OVERVIEW:The Principal Clerk is responsible for supporting the operations of the Building and City Clerk’s Office through the performance of administrative and clerical tasks. ESSENTIAL FUNCTIONS: The essential functions or 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.General:Greets and responds to customers in person, by telephone, and via email. Answers questions and requests for information in a timely manner; advises on processes and statuses; forwards calls, takes messages, and refers matters to the appropriate party as needed.Performs administrative and clerical tasks. Maintains filing systems in compliance with public record and other related laws and regulations; processes, tracks, and enters electronic and paper data,correspondence, and records; provides and processes information; distributes incoming and outgoing mail; keeps office orderly and supplied.Supports and prepares information for the department payroll.Performs various payroll record-keeping duties.Compiles data and generates activity reports.Performs other job-related duties as required.Clerk’s Office:Processes City Clerk records, including marriage intention filings, business certificates, birth and death certificates, special permits, and licenses in accordance with laws, regulations, and internal procedures.Submits vital records to the statewide system.Receives and enters documents into record; provides confirmation of receipt.Completes mailings for special permits and licenses, expediting and following up as needed.Building Department:Administers the online permitting management application.Supports the processing of various permits in accordance with laws, regulations, and internal procedures.Receives and logs applications; reviews for accuracy; coordinates with staff and applicants as needed; prepares and processes records; receives and records fees. Responds to public record requestsLocates and pulls information; identifies confidential information that may require redaction; scans and transmits documents; communicates status to requesters.Performs other job-related duties as requested.MINIMUM QUALIFICATIONS: Any equivalent combination of the below-listed education, training, certification, and experience is qualifying.High School diploma or equivalent 1 year of related, clerical, business administration, customer service, or bookkeeping experience.Beneficial: An associate's degree or higher in a business-related field can be substituted for the work experience required.Valid Class D Motor Vehicle Operator’s LicenseMunicipal experienceKNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of clerical practices, systems, and procedures; office equipment; email, word processing, and other relevant office productivity software.Effective data and record processing, clerical, customer-service, and personal computer skills.Ability to effectively utilize standard office equipment, technology, and software; prepare and maintain detailed and accurate records with frequent interruptions; plan and prioritize work; meet deadlines; work independently; communicate detailed information effectively with tact and discretion; maintain confidentiality; maintain good public relations and collaborative working relationships; respond in a courteous and professional manner; and work with diverse groups.PHYSICAL & ENVIRONMENTAL WORKING CONDITIONS: The physical and environmental demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.Performs administrative work in an office environment. Sits or stands, with intermittent periods of stooping and walking. May be required to move objects such as files, boxes of paper, office supplies, and office equipment weighing up to 30 lbs. Applies motor skills to move objects, file, and sort documents, and useoffice equipment such as telephones and computers. Routinely reads documents for general understanding and analytical purposes, including handwriting, forms, and reviews detailed information displayed on a computer screen.CONFIDENTIALITY:The employee has regular access to confidential records and information at the department level, requiring discretion in interactions, attention to detail in handling information and records, and responsibility for following security protocols.JUDGMENT AND COMPLEXITY:The work is governed by numerous standardized practices, procedures, or general instructions; some cases require additional interpretation. Judgment is needed to locate, select, and apply the most pertinent practice, procedure, regulation, or guideline.NATURE AND PURPOSE OF CONTACTS:Contacts are primarily with coworkers and the public, and/or members of state agencies and involve giving and receiving accurate, detailed information about the work.SUPERVISION RECEIVED: Works under the general direction of the Building Commissioner and City Clerk and their designee.The employee works from policies, goals, and objectives, establishes short-range plans and objectives, and departmental performance standards, and assumes direct accountability for department results; consults with the supervisor only where clarification, interpretation, or exception to policy is required or requested; exercises control in the development of departmental policies, goals, objectives, and budgets; and isexpected to resolve matters for divisions/departments under their control. Self-directed with input from the Board of Trustees.SCHEDULE: Full-time (35 hours/week) The work schedule will be provided upon hire. DEPARTMENT: | 50% Building/50% City Clerk’s Office  HOURS OF WORK: | Full-time (35 hours/week) Monday, Tuesday, and Thursday 8:30 AM – 4:30 PM; Wednesday 8:30 AM – 7:30 PM; Friday 8:30 AM – 12:30 PM. The work schedule will be provided upon hire. SALARY: | Union CAF 3 ($1,052.52 - $1,155.28/Week) ADDRESS ALL COVER LETTERS AND RESUMES TOOffice Human Resources City of Medford – Room 20485 George P. Hassett DriveMedford, MA 02155Or send a cover letter and resume with the job title in the subject line tojobs@medford-ma.gov For the posting, please visit the City of Medford's website – www.medfordma.org The City of Medford is an Equal Opportunity/Affirmative Action/504 Employer Residents of the City of Medford, Women, Persons of Color, Veterans and Persons with Disabilities are encouraged to apply.