TITLE: Chief Clerk
DEPARTMENT: Commissioners’ Office
LOCATION: Susquehanna County Courthouse
REPORTS TO: County Commissioners
SUPERVISES: Department Heads and Support Staff
POSITION STATUS: Non-Union, Full-Time
The Chief Clerk, under the administrative and operational direction of the Susquehanna County Commissioners, will be responsible for the ongoing implementation, administration, operation and confidential duties associated with the functions of Susquehanna County. Further, this position has the authority to take action, and assist Department Heads and Elected Officials relating to the activities of County staff relating to all issues falling under the purview of the Susquehanna County Commissioners Office. They will also be responsible for managing the collection and flow of information to the proper persons within required timeframes. Work is performed independently within established laws and regulations under the direction and review of the Susquehanna County Commissioners.
A four-year degree in accounting from an accredited institution is desired, but experienced individuals will be considered if their resumes meet or exceed the desired experience and qualifications expected to meet the responsibilities of the position.
An extensive background in accounting and experience in using automated accounting systems. This includes, but is not limited to, assisting and overseeing Accounts Payable, Accounts Receivable, billing, insurance programs, general ledger entry, budget preparation, voter registration, election verification, and interfacing with the County Treasurer’s Office on a regular basis to reconcile County records & reports.
Possesses excellent written and verbal communication skills.
Strong leadership, project and time management skills.
Any combination of education and experience, which indicates possession of the knowledge, skills, and abilities, listed below.
Required Knowledge, Skills, and Abilities:
- Keep the books and accounts of the Board of Commissioners, to record and file their proceedings and papers, to attest to all orders and voucher checks administered by them, and to pertain all other duties pertaining to the to the office of Chief Clerk.
- Shall have the power to administer oaths and affirmations, pertaining to the business of the office of the County Commissioners.
- Shall be the Recording Secretary and a voting member of the Susquehanna County Pension Board.
- Shall be the Department Head in charge of all the employees within the Commissioner’s Office, Assessment Department, Historical Records and the Susquehanna County Maintenance Department. Further, they shall also coordinate with the County IT Consultants on current and future projects.
- Shall collaborate with and assist the Director of Human Resources and the County Commissioners, or their designee, to renegotiate existing employee Union contracts between the Teamsters and Susquehanna County when they expire, as directed.
- Establishes and revises office procedures.
- As needed, assists when visitors and callers need assistance not able to be provided by the front desk. Listening to complaints and problems and either resolving them or directing them to the proper official or office.
- Maintain vehicle and operators list for insurance purposes.
- Assists in personnel matters on behalf of the Director of Human Resources / HR Administrative Assistant in their absence or as directed.
- Complete and file all surveys for CCAP, US Census, and DOL.
- Calculate payable hours and benefit time earned or used for all employees. Distribute benefit time reports as directed.
- Assist in Budget Preparation by providing all County Paid Employee expenses.
- Ensure coverage for switchboard and Accounts Payable as needed.
- Maintain key system and phone system issues and supplies for Commissioners Offices.
- Performs all other administrative and clerical duties as directed by the Commissioners.
- Must be willing to learn regulations of County operations, services, and procedures and the laws and regulations governing them.
- Knowledge of standard office procedures for correspondence, filing, money handling, dealing with the public, and organizing work flow.
- Must have knowledge of and experience with Microsoft Office, in particular Excel, also must be familiar with Microsoft Word.
- Knowledge of advanced arithmetic involving calculations i.e.: adding, subtracting, multiplying, and dividing mixed numbers or complex fractions, conversions of fractions into decimal or percent forms, and the use of variable formulas that are selected on a situation or problem basis.
- Ability to understand and follow oral and written instructions which explain the work objectives and general guidelines that require independent decision making on the most appropriate procedures to be followed in varied courses of action.
- Ability to supervise, direct and train other employees assigned to the Commissioner’s Office relating to their duties and responsibilities.
- Ability to make independent determinations on the best possible resolution to problems or concerns within the Commissioner’s Office.
- Ability to deal politely, but firmly, with people in varying degrees of emotion.
- Ability to work efficiently in an atmosphere of distraction and interruption.
- Ability to prioritize and multi-task.
- Ability to develop and set up clerical procedures to process a variety of office responsibilities.
- Ability to proofread varying types of information for conformance with specific administrative, procedural and grammatical rules.
- Ability to collect and organize material for reports by determining information sources, appropriate information, and forms of presentation.
- Other duties as directed by or through the County Commissioners.
The incumbent must be able to perform the duties and responsibilities of the position in a normal office environment.
The Chief Clerk must have an extensive background in accounting and in the use of automated accounting systems. This includes, but is not limited to, assisting and overseeing accounts payable, accounts receivable, billing, insurance programs, personnel interviewing, general ledger entry, budget preparation, voter registration, election verification, and interfacing with the Treasurer’s office on a regular basis to reconcile county records & reports with actual the cash received and available.
The applicant must pass a County background check with no record of criminal convictions.
The applicant must meet and comply with Susquehanna County’s Employment Policies.
Part of the position functions involves the handling of CONFIDENTIAL DATA, disclosure of which is protected by law.
The above statements are intended to describe the general nature of and level of duties being performed by a person assigned to this position. They are not intended to be construed as an exhaustive list of responsibilities, duties and skills required to perform this position.
I HAVE READ THE ABOVE POSITION DESCRIPTION AND FULLY UNDERSTAND THE REQUIREMENTS SET FORTH THEREIN. I HEREBY ACCEPT THE POSITION OF CHIEF CLERK AND AGREE TO ABIDE BY THE REQUIREMENTS AND DUTIES SET FORTH. I WILL PERFORM ALL DUTIES AND RESPONSIBILITIES TO THE BEST OF MY ABILITY.
Signature Department Head
In compliance with the Americans with Disabilities Act, the Employer will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the Employer.