Clerical Specialist

Under general supervision of the District Manager, Sanitary Engineer or their designee serves as payroll clerk, prepares payroll and payroll related documents and reports and maintains payroll records. Maintains attendance and leave records, health care benefit records, serves as primary contact for employee-initiated questions and concerns in regard to personnel matters.

Prepares and processes accounts payable invoices for payment as well as requisitions and purchase orders for the District. Maintain all budget records including re-appropriation of funds, purchasing transactions, payroll; work with Support Services and other County departments for the purpose of ordering all equipment, supplies and other necessary items essential to the operations of the District.

Generate monthly reports of the District’s expenditures for review by the Manager. Maintain filing system for the office. Perform general secretarial functions including preparation of both confidential and routine correspondence and reports, maintain files associated with personnel, accounting, and payroll duties, ensures satisfactory inventory of office supplies.

Provides receptionist services and serves as primary initial contact for personal visitations to the facility. Assist with other office tasks as assigned by the Board of Directors (the Lucas County Board of Commissioners), the Sanitary Engineer, and the District Manager, including by not limited to phone assistance, attendance at training, and office meetings, and providing input for the improvement of general office operations.

Assists with assigned duties related to Keep Toledo/Lucas County Beautiful, Inc. ESSENTIAL JOB DUTIES: Payroll duties include but are not limited to: Performs weekly payroll calculations and overtime list; compiles both daily and yearly accumulation sheets for sick, vacation, and compensatory leave time. Process payroll using Oracle/Redwood Prepares certification changes for Auditors office.

Maintains health care benefits data and changes; attend meetings to maintain knowledge of changes. Maintains liaison with auditor and payroll departments to retain proficiency in matters associated with pay and benefits. Answers inquiries and requests related to department payroll policies; prepares annual reports as mandated by Auditors office.

Accounts payable duties include but not limited to: Prepares and processes requisitions and purchase orders for the department using Oracle/Redwood. Prepares and processes accounts payable invoices for payment using Oracle/Redwood; Procurement Card Coordinator Keeps accounts payable master ledger. Maintains monthly reconciliation of Auditors records and District records using Oracle/Redwood.

Analyzes separate accounts for account balance, account consistency, and account impact on total system balance. Prepares travel and training requests and processes reimbursements. Prepares and submit monthly reports to the Manager, and as needed to the Sanitary Engineer, Assistant Sanitary Engineer, and Office of Management and Budget Create invoices for reimbursements (e.

g.,

• LC Engineer, City of Toledo, etc.) General duties, including but not limited to: Prepares both confidential and routine correspondence for the manager including letters, reports, , e-mails, and special forms. Arranges for routine service and maintenance of office equipment. Inventories annually procure and maintains adequate stock of essential office supplies (e.g., - stationery, copy machine materials, etc.). Perform receptionist duties such as answering the multi-line telephone, greeting visitors, directing visitors to the appropriate personnel and/or departments. Answers routine and non-routine questions related to the department. Serve as department courier and gets mail from mailbox daily. Maintains database of daily tracking sheets as related to the District Driver’s Schedules household hazardous waste/e-waste/Styrofoam recycling appointments Clerk for the Policy Committee (schedule meetings, agendas, , etc.) Assists with assigned duties related to grants and grant activities. Assists with Keep Toledo/Lucas County Beautiful (KT/LCB) with implementing District grant programs and office tasks (puppeteering, handing out supplies, answering phones, putting together mailers, etc.) Other duties as assigned.

MINIMUM QUALIFICATIONS

High school graduate, or equivalent One (1) year of office related experience to include general office practices and procedures, filing, word processing, data processing, and the use of software applications One (1) year experience utilizing spreadsheets, or completion of a spreadsheet course (i.e. Excel) within three months of accepting the position as scheduled by the employer will be equivalent for internal candidates.

Proficient in Microsoft Office applications, Minimum of 70% accuracy on data entry skills assessment on Microsoft Word and Microsoft Excel, administered by Human Resources Dept. Associate’s degree in business management technology, data processing technology, information management or secretarial technology preferred