CLERK IV - RETIREMENT SYSTEMS

Full Job Description

The Clerk class is a non-supervisory role responsible for general office or support duties such as preparing, receiving, reviewing, and verifying documents; processing transactions; maintaining office records; and locating and compiling data or information from files and other data sources. Clerical work requires knowledge of an organization's rules and procedures and requires training, experience, or working knowledge related to the tasks to be performed. In this class, Clerks are classified as Levels I-IV, with varying degrees of responsibility.

Clerks combine practical knowledge of accounting, budgeting, or other financial management-related clerical support functions with procedural knowledge in carrying out the goals of their particular organization.

Clerk IV
This is the advanced level. The Clerk may function as a lead clerk or head clerk. At this level, Clerks are responsible for overseeing the work assignments of other paraprofessionals or have regular assignments, which Civil Service has recognized as having significantly greater complexity than those assigned at the experienced level. Based on the program's functional area, parenthetical titling may be used when special subject matter knowledge of a specific functional area is required.

Requirements

Reads source documents such as canceled checks, sales reports, or bills, and enters data into specific data fields using keyboards or scannersOperates office machines, such as photocopiers and scanners, facsimile machines, voicemail systems, and personal computersOperates computers programmed with accounting software to record, store, and analyze informationChecks figures, postings, and documents for correct entry, mathematical accuracy, and proper codesClassifies, records, and summarizes numerical and financial data to compile and keep financial records, using journals and ledgers or computersDebits, credits, and totals accounts on computer spreadsheets and databases, using specialized accounting softwareReceives, records, and banks cash, checks, and vouchersComplies with federal, state, and City policies, procedures, and regulationsCompiles statistical, financial, accounting, or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and lossesCodes documents according to City proceduresReconciles or notes and reports discrepancies found in recordsAccesses computerized financial information to answer general questions, as well as those related to specific accountsMatches order forms with invoices and records the necessary informationAnswers telephones, directs calls, and takes messagesFiles and stores completed documents in appropriate locations; Retrieves materials in alphabetic, numeric, or chronological orderMaintains and updates filing, inventory, mailing, and database systems using a computerCompiles, sorts, and verifies the accuracy of data before it is enteredCommunicates with customers, employees, and other individuals to answer questions,disseminate or explains information, take orders, and address complaintsCollects, counts, and disburses money; does basic bookkeeping and completes banking transactionsCompletes and mails bills, contracts, policies, invoices, or checksOpens, sorts, and routes incoming mail, answers correspondence and outgoing mailProcesses and prepares documents such as expense reports, invoices, receipts, statements, or other documentsCompiles, copies, sorts, and files records of office activities, business transactions, and other activitiesGathers, records, and proofreads data and other information, such as records and reportsTypes, formats, proofreads, and edits correspondence and other documents using personal computersCompares data with source documents or re-enters data in verification format to detect errorsStores completed documents in appropriate locationsLocates and corrects data entry errors or reports them to supervisorsCompiles, reviews, analyzes and records payroll time, payroll data, withholdings, benefits and other employee related dataPerforms special projects and other duties as assigned Qualifications EducationFor all Clerks, it is a requirement to have completed High School graduation or a General Education Development (GED) certificate.ExperienceIn addition to the minimum education requirements the following experience requirements also apply:For selection, appointment to Clerk level II or higher, in addition to the minimum education requirements, more progressive levels of experience are required based on the following:Clerk IV – at least four (4) years of experienceEquivalencyEquivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.

Additional Information Evaluation PlanComputerized Examination: 30%

Interview: 50%

Evaluation of Training, Experience, &Personal Qualifications: 20%

Total of Computerized Examination, Interview and Evaluation T.E.P.: 100%

Detroit Residency Credit::15 Points

Veteran Points: 0-15 Points

LRD: 08/01/2024

KNOWLEDGE, SKILLS, AND ABILITIES

At the advanced level, knowledge requirements might include comprehensive knowledge of:

• Body of accounting, budget, or other financial management regulations, practices, procedures and policies related to the specific financial management support functions
• A wide variety of interrelated steps, conditions, and procedures or processes required to assemble, review, and maintain complex accounting, budget, or other fiscal transactions
• Various accounting, budget, or other financial regulations, laws, and requirements to ensure compliance and recommend action
• Variety of accounting and budget functional areas and their relationships to other functions to research or investigate problems or errors that require reconciling and reconstructing incomplete information, conducting extensive and exhaustive searches for required information, or performing actions of similar complexity
• Automated accounting and budget systems to reconcile errors that require an understanding of nonstandard procedures or to provide assistance in the development of automated procedures for clerical operations
• Extensive and diverse accounting, budget, or other financial regulations, operations, and procedures governing a wide variety of types of related transactions to resolve nonstandard transactions, complaints, or discrepancies, provide advice, or perform other work that requires authoritative procedural knowledge

Skill in:

• Use of personal computers
• Use of Microsoft Office (e.g. Word, Excel, Access, PowerPoint) and other office suite software packages
• Use of Excel (e.g. Formulas, Pivot Tables, Vlookup, Hlookup, other functions, charts, tables) and other financial management software packages functionality
• Use of large complex, multi-departmental financial systems
• Understanding written sentences and paragraphs in work related documents
• Communicate effectively in writing as appropriate for the needs of the audience
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
• Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things
• Using mathematics to solve problems

Ability to:

• Interact effectively with senior leadership, subordinates, department personnel, and others
• Communicate information and ideas in speaking so others will understand
• Collect, alphabetize, code, numerically rank, sort, and batch documents

Note:

• A review of the applicant's attendance records and work performance will be considered in the promotional process.
• Persons applying must meet the position qualifications, including licensing and certifications. Completion of an evaluation process is required.
• If you have previously applied for this position, you must re-apply to be considered for this vacancy.