Supervisory Clerk I

Description Be a Part of the City You Love! The Office of the Chief Financial Officer - Office of Department Financial Services Public Safety Fire division is accepting applications for a Supervisory Clerk I position. Position Summary The incumbent of this position is a Supervisory Clerk in the Office of the Chief Financial Officer (OCFO), Office of Departmental Financial Services (ODFS) of the City of Detroit. The Supervisory Clerk I will be assigned to lead and supervise clerk paraprofessionals. The Supervisory Clerk I is responsible for planning, implementing, supervising and controlling all clerical-related and system activities and projects of the Detroit Fire Department (DFD), focusing on the Fire Marshal Division. The incumbent is responsible for utilizing the accounts receivable and general ledger modules of the Oracle ERP Cloud that impact the DFD operations. Examples of Duties DUTIES AND RESPONSIBILITIES * Utilize Oracle Cloud ERP, Smartsheet, and Mobileye platforms to manage and supervise financial operations of the DFD Fire Marshal Division. * Supervises all office and support duties performed by direct reports. * Train and provide direct reports on tasks referencing related source materials. * Oversees staff in the training and operation of department hardware and software. * Advises direct reports of proper telephone communication and etiquette. * Oversees maintenance and updating of database systems by direct reports. * Supervises clerical processes that ensure proper compilation, sorting accuracy, and verification of data. * Monitors employee communication with customers, employees, and other individuals involving answering questions, explaining information, and addressing complaints. * Ensures proper handling of incoming and outgoing mail and other correspondence. * Supervises employee workstreams to confirm accounts are correctly matched with invoices and are processed timely. * Directs various data-verification procedures that detect and minimize errors. * Oversees basic accounting functions utilized by subordinates including debiting and crediting accounts in specialized accounting and financial software programs. * Checks reports and crucial documents for correct entry, accuracy, and completeness. * Reviews and summarizes statistical, financial, accounting, or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses; Presents findings to managers and Executive team. * Ensures proper coding of data to adhere to City procedures. * Investigates major discrepancies in records or reports; Uses expert experience and knowledge to identify problems and remedy solutions. * Supervises reports prepared by subordinates that relate to expenses, invoices, receipts, statements, and related information. * Ensures proper handling and processing of cash, checks, and vouchers by staff. * Oversees clerical operations to ensure compliance with Federal, State, and City policies, procedures, and regulations. * Supervises payroll time, payroll data, withholdings, benefits, and other employee related data. * Performs special projects and other duties as assigned. GENERAL MANAGEMENT/SUPERVISORY DUTIES AND RESPONSIBILITIES * Supervises subordinate staff of paraprofessionals who perform general office or system support duties including bookkeeping, voucher audit, payroll, and timekeeping. * Plans work to be accomplished by subordinates including the implementation of the ERP Cloud modules and technology applications that impact the work supervised. * Ensures compliance with all of the implementation guidelines required for successful implementation and use of new technologies. * Identifies operational issues associated with ERP Cloud and new technology applications and brings these to the attention of higher-level personnel for resolution. * Sets priorities and prepares schedules for completion of work. * Assigns work to subordinates based on priorities, selective consideration of the difficulty and the requirements of the assignments, and the capabilities of employees. * Evaluates performance of subordinates including conducting periodic reviews of performance including a six month and annual review. * Gives advice, counsels, or instructions to individual employees on both work and administrative matters. * Interviews candidates for positions in their unit. * Makes recommendations for appointment, promotion, or reassignment involving such positions. * Hears and resolves complaints from employees. * Refers group grievances and the more serious complaints not resolved to higher level managers. * Recommends minor disciplinary measures such as warnings and reprimands. * As needed, consults with specialists on training needs, and decides on training problems related to the units supervised including training in ERP Cloud applications and new technologies. * Identifies developmental and training needs of employees in consultation with the Chief Learning Officer. * Provides or makes provision for development and training. Minimum Qualifications Education High school graduation or general education development (GED) certificate. Experience Must have a minimum of five (5) years total experience: Four (4) years of direct experience in clerking. Previous supervisory capacity over clerk professionals is not required however, should have experience in leading teams, projects, or other assignments that illustrates supervisory capabilities. Supervisory Clerk I must demonstrate proficiency with integrated word processing and spreadsheet functions. Preferred qualifications: * Associates Degree in Business Administration, Accounting or Finance or Project Management Certification. * Supervisory Clerk I must demonstrate proficiency with ERP Accounts Receivables module, Inspection Prevention software applications, Smartsheet's and Excel spreadsheet functions. Equivalency Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis. Supplemental Information Evaluation Plan * Interview: 70% * Evaluation of Training, Experience & Personal Qualifications: 30% * Total of Interview and Evaluation T.E.P: 100% Additional points may be awarded for: * Veteran Points: 0 - 15 points * Detroit Residency Credit: 15 points LRD: 08/20/2024 EMPLOYMENT BENEFITS The City of Detroit offers a competitive and comprehensive employee benefit package. We pride ourselves on the longevity of our employees. Part of the reason for the low turnover rate is the exceptional benefit package listed below. Benefits include, but are not limited to the following: HEALTH * Medical - Eligible for hospital, surgical, and prescription drug benefits. * Dental * Vision INSURANCE * Life Insurance - Optional group insurance available to employee and their family. The City pays 60% of premium for first $12,500 of employee life insurance. Employee may purchase, at own expense, life insurance for spouse and each dependent. * Long-Term Disability Insurance (Income Protection Plan) - The City offers disability insurance through payroll deductions for persons who become disabled and who are not yet eligible for a service retirement. PAID TIME OFF * Sick Leave * Vacation * Holidays OTHER LEAVE BENEFITS The City also has the following paid and unpaid leaves; funeral leave, Family and Medical Leave, jury duty, military duty leave, unpaid personal leave, RETIREMENT BENEFITS City Employees Retirement System As a regular City employee you automatically become a member of the General Retirement System. This entitles you to a retirement allowance after: * Completion of thirty (30) years of service; * At age sixty (60) if you have at least ten (10) years of service, or * At age sixty-five (65) with eight (8) years of service. * In the event of disability, other eligibility rules apply); * An early, actuarially reduced, retirement is offered after you have attained at least twenty-five (25) years of service; * Employees are vested after ten (10) years of service, regardless of age. ADVANCEMENT OPPORTUNITIES - Employees have many opportunities for growth and career advancement throughout all City departments and divisions. Have a successful career with the City of Detroit. Always remember that you are a part of a team with a common Vision of delivering excellent service to the citizens of the City of Detroit. 01 Please indicate your highest level of education completed * High School Diploma/GED * Associate's Degree * Bachelor's Degree * Master's Degree * PhD/J.D. * n/a 02 How many years of direct experience do you have as a Clerk? * None * 1 Year * 2 Years * 3 Years * 4 Years or more 03 How many years of experience do you have in leading teams or projects? * None * 1 Year * 2 Years or more 04 Do you have experience with ERP Accounts Receivables module, Inspection Prevention software applications, Smartsheet's and Excel spreadsheet functions? (Must be included in resume) * Yes * No Required Question Agency City of Detroit Address Coleman A. Young Municipal Center 2 Woodward Ave ste 316 Detroit, Michigan, 48226 Website

Created: 2024-11-12