Job Description

Posting number: 1

Department: Housing, Economic Development & Commerce

Division: Affordable Housing

Job classification: Data Control Clerk

Posting type: Open

Categories: Administration

Summary

The City of Jersey City seeks a qualified, dynamic, and motivated Clerk for the Division of Affordable Housing. The ideal candidate, under limited supervision, will assist with various clerical duties such as processing documents, invoices, filing, answering phone calls, sending emails, and other duties depending on the division’s needs.

Examples of duties

• Assists with compliance and monitoring activities (file maintenance, document production, data entry, and tracking.
• Reviews and checks assigned reports, applications, and other documents for corrections and completeness; refers problems to supervisor for resolution.
• Sorts, indexes, and files checks, cash stubs, vouchers, requisitions, and other materials numerically, alphabetically, or according to other predetermined classifications; maintains such files.
• Provides general, routine information in person and over the telephone; refers complicated or non-routine inquiries to appropriate staff.
• Assists and participates in training and/or community outreach activities.
• Prepares invoices, routine reports or assists in the preparation of reports by gathering data, tabulating results, and/or preparing simple charts.
• Tracks and collects revenue generated from Division fees
• Assists in project coordination with division partners within the City and developers.
• Opens time stamps. Sorts, numbers, distributes mail, and maintains prepared mailing lists.
• Sorts, indexes, and files checks, cash stubs, vouchers, requisitions, and other materials numerically, alphabetically, or according to other predetermined classifications, and maintains such files.
• Receives applications, documents, forms, and fees; screens, sorts, and assembles this information for further processing.
• May wrap packages for shipment by mail or express. Assembles materials for distribution.
• Hand stamps letters, papers, and other documents.
• Fills in and checks form letters, circulars, and other forms as directed.
• Compiles information and/or numerical data.
• Provides information in person and over the telephone.
• May enter/or retrieve information on a computer terminal.
• May assist in requisitioning, storing, and distributing office supplies.
• May assist in preparing and verifying payrolls and make simple arithmetic calculations.
• Schedules administrative proceedings; may process requests for scheduling changes.
• Performs other duties as assigned.

Qualifications

Required Educational Background: Bachelor’s degree in business management and/or related field.

Preferred Experience: (3) to (5) years of Clerical or Administrative experience with a background in financial or fiscal administration.

Supplemental information

• Knowledge of office routines, equipment, and practices.
• Ability to comprehend and establish office routines and department regulations.
• Ability to organize assigned clerical work and develop effective work methods,
• Ability to work effectively with associates, superior officials, and members of the public problems/procedures involved in enforcing relevant sanitary, environmental, and public health laws, rules, and ordinances.
• Ability to sort, index, file, and pull varied types of materials using an established filing system.
• Ability to operate and perform routine maintenance on office machines and other equipment.