Works under the general direction of the City Engineer and Director of Engineering. Performs according to standard office procedures, a variety of clerical duties requiring a degree of decision making and knowledge of the functions of the Department. Position is often required to interact with the public on a variety of Engineering Division and Department of Public Services issues.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Include the following; other duties may be assigned.
- Monitor Department Staff’s time outside of City Hall and be able to contact them, if necessary.
- Be knowledgeable of the various Department policies and Department-issued permits such as Street Openings, TV pick-ups.
- Cover the telephones, including taking messages, returning calls and making follow-up calls on resident’s requests. Periodic coverage of the main City Hall switchboard and mail room is required.
- Assist in the maintenance of content on the Department’s website.
- Responsible for all accounts payable functions and tracking departmental budgets including grants and capital funds
- Responsible for all Payroll functions including:
- Key weekly payroll and update as needed
- Maintain personnel files by documenting exception time, comp time, etc.
- Issue Payroll Change Forms as needed, i.e. step raises, vacation time accruals, new hires, terminations, Meter Personnel clothing allowance, longevity payments
- Provide Year End Accruals to Human Resources of each employee within the department
- Responsible for Engineering Accounts Receivable including Point of Sale system and monthly reconciliation of payments, monitor credit card sales through website and third-party vendor, coordination of MUNIS records (including payroll, coding, new accounts and reporting)..
- Maintain office supplies, field supplies, clothing allowances, large format plotter supplies and maintenance, parking meter supplies. Perform due diligence on items for purchase.
- Prepare correspondences & post for Engineering Staff as necessary.
- Arrange burials and funerals.
- Maintain cemetery records including Foundation Orders, Veteran Markers, Plot Sheets, Interment Book and Interment Cards and electronic database and prepare lot Deeds
- Interface with the Funeral Directors on scheduling & locating burial plots.
- Research and QAQC for historical plots in paper system.
Solid Waste and Recycling
- Prepare and compile data from various sources for monthly Trash & Recycling report
- Compile and update monthly white goods list. Coordinate pickup with Contractor
- Field questions and complaints regarding City’s Contractor and coordinate resolutions.
- Prepare Trash & Recycling Curb Order Letters in coordination with the Health Department.
- Attend Trash & Recycling Committee meetings upon request.
- Coordinate Compost Program
- Must be familiar with current status of the various construction projects and be able to respond to resident’s calls, insure that the schedule of Progress meetings does not present conflicts and be knowledgeable of anticipated payment dates to the various contractors.
- Aid in coordination and documentation of legal documents, registry recordings and meetings with the Citizens of Beverly and City Staff.
- High School graduate or equivalent combination of education and experience.
- Ability to deal with public in a customer service environment.
- General secretarial skills required.
- General computer skills and proficiency with Microsoft Office suite required.
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 sit. The employee frequently is required to stand, walk, talk and hear. The employee is occasionally required to use hands to finger, handle, or feel objects, tools, or controls and reach with hands and arms, climb or balance or stoop.
The employee must lift and/or move up to 10 pounds. Specific vision abilities required by this job include the ability to adjust focus.
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 quiet.