Confidential Account Clerk (Internal Posting)

GENERAL SUMMARY: 
Under general supervision, perform complex clerical and administrative tasks; apply bookkeeping principles to the maintenance of accounting, budget, miscellaneous billing, receipts, payroll, purchasing card, and fiscal records; and perform other duties as assigned.
 
The ideal candidate possesses the ability to follow a management philosophy that is input oriented and values equity, problem solving and development of partnerships; the ability to work effectively as a member of a team; and the desire to be part of an organization that values service, people, integrity, responsibility, innovation, self-motivation and teamwork.
 
DISTINGUISHING FEATURES OF THE CLASS: 
This position works under the direction of the Engineering Department’s Project Manager in support of departmental projects and programs related to municipal engineering, transportation engineering, environmental engineering, civil and structural engineering, facilities, site development, architectural, and construction field services while working.  Work in this class involves performing a variety of complex clerical and administrative tasks and specialized work involving the independent application of bookkeeping principles to the maintenance of accounting, fiscal, budget and payroll records. Employees in this class work with established accounting systems and procedures. Work is conducted with minimal supervision and reviewed by the supervisor through verification of records, statements and through periodic audits.JOB DUTIES:

• Provide administrative support for the Engineering Department.
• Engineering Department payroll.
• Create letters, purchase orders, reports, forms and documents.
• Prepare documentation for contracts, transactions, or regulatory compliance; and
• research and technical reports.
• Make travel arrangements. 
• Manage calendars and schedule meetings; notify staff of meetings. 
• Collaborate with City Manager’s Office and other city departments.
• Add Engineering Department-related City Council agenda items.
• Process accounts payable items.
• Manage the department’s use of purchasing cards (p-cards) and coordinate payment of the p-card bills.
• Evaluate monthly reports. 
• Respond to staff inquiries.
• Code and submit invoices/bills for payment. 
• Assist with purchases. 
• Review office equipment leases and negotiate renewals.
• Answer telephones; and procedural questions. 
• Order office supplies, 
• Offer office equipment assistance.
• Execute financial transactions.
• Enter information into databases or software programs.
• Calculate financial data.
• Compile data or documentation.
• Distribute materials to employees or customers.
• Maintain current knowledge related to work activities.
• Reconcile records and financial transactions.
• Check data for recording errors.
• Train others in operational procedures.

KNOWLEDGE, SKILLS AND ABILITIES:

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
 
Customer Service - Knowledge of principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
 
Active Listening - Listening to others, not interrupting, and asking good questions.
 
Reading Comprehension - Reading work-related information.
 
Mathematical Reasoning - Choosing the right type of math to solve a problem.
 
General Knowledge – Understanding of City and department rules, regulations, and policies along with City, State, and Federal laws relating to city contracting and procurement; and principles and practices of public procurement and contract preparation and administration Record-keeping principles, procedures, and techniques.
Computer and Technology – Basic understanding of software/programs/ applications used for electronically exchanging, reviewing, and archiving design and construction project documentation. 
Communication - Maintain effective working relationships with employees in various City Departments, business and community organizations, utility companies, federal and state regulatory agencies, and the general public. Ability to effectively communicate information to support organizational objectives, both verbally and in writing, and interact with all levels of city staff and outside stakeholders
 
Organizational Skills – Maintain numerous sources of information, in multiple data formats, in a prioritized and well-structured manner that can be easily shared with others. 
 
Complex Problem Solving – Figuring out the best way to solve a problem
 
Systems Analysis - Figuring out how a system should work and how changes in the future will affect it.
 
Systems Evaluation - Assess how well a system is working and how to improve it.
 
Active Learning - Figuring out how to use new ideas or things.
 
Initiative – Proactively engages in the resolution of problems and challenges without being told to do so.  
 
Teamwork - Positive, uplifting attitude that helps to cultivate a strong collaborative environment and the ability to place the success of the whole above the needs of oneself.
 MINIMUM QUALIFICATIONS: 
 

• Possession of a high school diploma or its equivalent.
• General office administrative or customer service experience.
• Possession of a valid motor vehicle operator’s license.

 
PREFERRED QUALIFICATIONS: 

• College level course work in secretarial, accounting or business fields which includes courses in bookkeeping, accounting and/or payroll.
• Professional business communications experience.
• Experience in governmental agency contracting and procurement work. 
• Administrative office experience in the architectural, engineering, and construction (AEC) industries.

SUPERVISORY STATUS:  None

FLSA (OVERTIME) STATUS: Non-Exempt

RESIDENCY REQUIREMENT: RESIDENCY REQUIREMENT: Employee shall establish their principal place of residence within thirty (30) miles of the corporate limits of the city of Dubuque as soon as practicable after appointment, but within two years of appointment.

The City of Dubuque does not discriminate on the basis of race, color, religion, sex, sexual
orientation, gender identity or expression, national origin, age, differing ability, veteran status, marital status, or based on an individual’s status in any group or class protected by applicable federal, state or local law. The City of Dubuque encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.

Salary : $20 - $26