Head Clerk

The Head Clerk reports to the Executive Administrative Assistant and provides support to all division Superintendents by performing various accounts payable functions, and is expected to keep accounts current and ensure compliance with vendor contracts. This postion requires clear communication and excellent customer service with the general public, attention to detail and accuracy.

Essential Duties
• Process department invoices
• Verify that invoices match contracts and that funding is available
• Create requisitions and request Purchase Orders
• Route 311 requests, help to resolve customer requests, and extract data
• Answer phone calls and or refer calls to appropriate personnel and provide general information
• Frequently interact with internal and external agencies including the general public, various vendors and contractors
• Maintain general department records, both electronic and hard copy
• Prepare and maintain reports, forms and/or other documents as necessary
• Responsible for clearly and professionally communicating verbally and in written form ensuring accuracy of information and timely responses
• Brief and communicate regularly with the Director of Administration and Finance
• Frequently interact and communicate professionally and courteously with internal staff and other departments
• Assist with parts of departmental budget
• Assist in preparing files for City Council meetings
• Assist in responding to Federal and State records requests, including Federal Emergency Management Agency (FEMA) Reporting requests
• Train and assist other clerical staff
• Other duties as assigned

Education and Experience

• Must possess a High School diploma or G.E.D.
• Working knowledge of Microsoft Excel and Word, MUNIS, Adobe Acrobat (PDF) and Outlook (email)
• Preferred working knowledge of QAlert, MS Teams
• Superior customer service skills with the ability to pleasantly and efficiently communicate (in-person, phone, and email)
• Ability to operate printer, scanner, copier, fax, postage meter 
• Ability to work in a team office environment
• Ability to work under pressure and tight time lines
• Attention to detail and accuracy essential

Work Environment
The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant.

Physical and Mental Requirements 
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.

Physical Skills: Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper (up to 30 lbs.)
Motor Skills: Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting.
Visual Skills: Visual demands include constantly reading documents and numbers, maps and colors.

Send your resume and cover letter to

City Hall HR Office
93 Highland Avenue
Somerville MA 02143
Fax: 617-666-4426
TTY: 1-866-808-4851
Email: employment_opportunities@somervillema.gov

City of Somerville residents are especially encouraged to apply.

The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply. Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request.

Individuals with disabilities who need auxiliary aids and services for effective communication, written materials in alternative formats, or reasonable modifications in policies and procedures, in order to access the programs and activities of the City of Somerville or to attend meetings, should contact Adrienne Pomeroy at (617)625-6600 x2059 or ADA@somervillema.gov.