Personnel Clerk

CITY OF WESTFIELD

PERSONNEL CLERK

Non-Union PSA

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Performs a variety of clerical duties requiring a high degree of confidentiality, a moderate degree of decision making, and a moderate degree of knowledge of information provided by a municipal Personnel/Payroll/Benefits Department. Significant daily interaction with the public and other City departments. Communication skills are an essential function of this position, along with computer and organizational skills.

SUPERVISION:

Works under general supervision of the Personnel Director. Position exercises moderate judgment and performs regular daily duties independently. The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The supervisor provides additional, specific instruction for new, difficult or unusual assignments. The employee refers unusual situations to the supervisor for advice and further instructions. No supervisory responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITES:

The essential functions or duties listed below are intended only as illustrations of the various type 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.

• Provides support in the day-to-day clerical functions of the Personnel Department as they pertain to human resources, payroll, and benefits.
• Maintains records, archive systems, and department files.
• Assists in coordination and processing of paperwork for new and departing employees, including seasonal employees. Assures submittal of necessary paperwork to all appropriate agencies and/or departments.
• Performs filing, scanning, and copying for the department as directed.
• Assists with payroll functions and process including payroll reports, attendance records, spreadsheets and assuring completeness and accuracy of all paperwork submitted for payroll.
• Answers incoming telephone calls and provides information to the public within authority. Responds to questions, within authority, in a courteous, professional and confidential manner.
• Preparation and maintenance of spreadsheets or reports including gathering and organizing information.
• Manages incoming and outgoing mail.
• Adheres to provisions of collective bargaining agreements and employment contracts.
• Assist with all other aspects of Personnel/Payroll as needed.
• Such other related duties as required.

OTHER ADDITIONAL REQUIREMENTS AND RESPONSIBILITIES:

The nature of the work means that errors in administrative work are not easily detected. Consequences of errors, including inaccurate information, could impact other departments and result in monetary loss, interruption of service and poor internal or external customer service.

EDUCATION AND EXPERIENCE:

High school degree or GED certification. At least one to three years of HR and/or Payroll experience, preferably in a municipal setting using MUNIS preferred. Alternatively, an equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

SKILLS AND QUALIFICATIONS:

• Excellent organizational, typing and data processing skills, proficient in the use of personal computers and office software including word processing, database, internet and spreadsheet applications. Working knowledge of office and payroll software and machines. Must have a firm understanding of math and technology as well as knowledge of accounting techniques.
• The work involves numerous standardized practices, procedures, or general instructions that govern the work and in some cases may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.
• Ability to communicate effectively both orally and in writing; strong communication skills in relaying important payroll information and ability to deal appropriately with other employees, department heads and City officials. Ability to maintain confidential information.
• Ability to understand and follow directions and take the initiative in completing assignments. Ability to complete work under pressure while maintaining a high degree of accuracy in accordance with work deadlines.
• Ability to follow departmental rules, regulations, policies and practices in all aspects of job.
• The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts.
• Ability to proofread work. Ability to learn and efficiently utilize specific software for department use. Performs preparation of forms, correspondence and other documents.
• Assists with answering telephones as well as responding to questions and providing information within authority. Performs filing, scanning and copying as directed.
• Ability to establish and maintain effectively working relationships and work cooperatively with coworkers, City officials, other City employees and the public. Ability to communicate effectively with the public in a courteous and professional manner.
• Such other related duties as required.

PHYSICAL, MOTOR, AND VISUAL SKILLS

Physical Skills

Work is generally conducted within Municipal Building, where Employee is required to report for their shift. Ability to travel throughout the office and within the Municipal Building is necessary. Work is largely sedentary in nature, with occasional lifting of up to 25 pounds with some pulling and pushing or reaching above, generally of desk and file drawers. Frequent use of hands to operate keyboards and telephones, and other office equipment.

Motor Skills

The work requires motor skills for activities such as keyboarding, filing, moving objects and using a variety of office equipment.

Visual Skills

Visual demands require routinely reading documents for general understanding and analytical purposes.

The City of Westfield is committed to maintaining a work environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

Job Details