VILLAGE OF ADDISON
CLERK TYPIST –
FINANCE DEPARTMENT

Summary of Position and Duties:
The Human Resources Division of the Village of Addison is accepting applications to fill one (1) vacancy in the at-will, F.L.S.A non-exempt, full-time position of Clerk Typist in the Finance Department. This is an entry-level classification working under direct supervision within the Village. Incumbents in this classification perform routine and non-routine duties with a variety of related tasks.

The Clerk Typist will work at the front desk of the Finance Department collecting payments from residents for things such as, but not limited to: vehicle stickers, parking tickets, water bills, and other fees due to the Village for applicable Village services. Work involves heavy public contact on a continuous basis. Therefore, the Clerk Typist must possess patience and a professional and welcoming demeanor to visitors. Further, given the heavy public contact, the Clerk Typist will be expected to possess tact and be able to diffuse situations where visitors may be difficult or upset. The Clerk Typist may also work the Information Desk at the Village Hall, as needed, and fill in elsewhere in the Finance Department and/or at other Village Departments as directed.

The Clerk Typist will work a 7.5-hour day and a 37.5-hour work-week, plus any required overtime. The Clerk Typist will be expected to work Monday – Friday. The Clerk Typist will also be expected to spend approximately one-half hour after the above-identified work-day’s closing down the counter. The Clerk Typist may also be called upon to learn duties in other positions and perform duties in a backup capacity. Work is of routine difficulty and is reviewed for progress and conformance to established procedures by the Director of Finance or his/her designee.

The primary responsibility of the Clerk Typist – Finance will involve, but not be limited to:

• Receive and process payments from residents for water bills, tickets, vehicle stickers, building permits, real estate transfer stamps, police fines, bonds, returned payment reimbursements and other revenues by inputting into various computer software systems and programs;

o Payment types include cash, checks, credit cards and internet payments;

o Payments are made in person, via mail, drop box, internet (such as EPay);

• Reconcile various systems to receipts/payments collected; enter into main cash receipts software and balance payment types to total entered;

• Count down/reset cash register drawer at the end of the shift;

• Issues real estate transfer stamps with appropriate paperwork;

• Uses Excel spreadsheet to track real estate transfer stamps and other information including summaries of fees;

• Generate shut-off letters for delinquent water billing accounts;

o Create/update shut-off list of delinquent accounts for the Water Division to suspend service;

o Contact Water Division for service reinstatement upon payment of delinquency.

• Initiate payment plan paperwork for supervisor approval;

• Interact with residents in person, via the phone, or email/internet inquiry regarding account balances and collection issues;

• Uses fax to send requested information, and to receive and distribute incoming information;

• Maintain various subsystems such as the vehicle sticker software program;

• Maintain department petty cash fund including payments, receipts and reimbursements;

• Initiate request for refund when necessary, including appropriate backup for supervisor approval;

• Backup for Board meeting minutes;

• Types a variety of material including correspondence, records, reports, forms, cards, folders and other material from a variety of sources; verifies work for accuracy of typing; assures correctness of spelling, grammar, and punctuation. Composes basic correspondence. Types standardized reports and statements, including data entry utilizing Microsoft Office software;

• Performs general office duties, answers telephones, greets visitors, fulfills requests for information, directs telephone calls and messages to appropriate personnel; meets customers and handles their inquires or problems for solutions; gives basic information of a non-technical nature concerning departmental procedures, rules and regulations. Provides said service to customers in a timely, professional and courteous manner;

• Must wear all required safety equipment (i.e., gloves, ear plugs, etc.) for the duty at hand according to department, equipment and regulatory specifications; report near miss accidents; comply with proper P.P.E. usage and follow required JSA’s; attend all required Village and department training; perform vehicle and work area evaluations (CDL Inspections) according to department specifications and as required on a daily basis; initiate training topics or issues as needed;

• Performs duties in strict accor