Clerk

Job Description Help for Job Description. Opens a new window. The Office Clerk is responsible for administrative, billing, and operational support for the El Jobean Water Association. This position supports the Board of Directors by maintaining accurate records, managing customer accounts, coordinating communications, and ensuring compliance with applicable regulatory requirements. Reporting Structure The Office Clerk reports to the Board of Directors through the Board President or designated representative and will carry out duties as directed through this established chain of supervision. Primary Responsibilities Board Administration Serve as administrative support to the Board of Directors Attend monthly and annual meetings to record and maintain official minutes Prepare and distribute meeting materials, including: Financial reports Check register reports Prior meeting minutes Maintain official Association records, including membership certificates and agreements Present member inquiries, complaints, and requests to the Board for consideration Maintain professional and courteous communication with Board members and Association members Water Billing and Operations Record water meter readings and maintain accurate usage records Prepare and distribute billing statements Receive, record, and deposit payments in accordance with established procedures Communicate rate or policy changes clearly and professionally to members Report water line issues to appropriate authorities and coordinate response efforts within scope of training Notify affected customers of service disruptions or advisories (e.g., boil water notices) Ensure required water testing is completed and submitted to appropriate regulatory agencies (e.g., DEP) Submit required reports to local and state agencies in a timely manner Prepare and issue work orders for maintenance activities General Office Duties Receive and process incoming mail and communications Process bill payments in accordance with established policies and approval limits Maintain current financial tracking records, including bank balances and certificates of deposit Process payroll in coordination with management or accounting oversight Maintain organized filing systems and office records Operate office equipment and maintain a functional workspace Secure office premises and safeguard funds at closing Coordinate with external partners (e.g., county agencies, legal counsel, accountants) Assist in training designated backup personnel Coordinate with management to ensure coverage for absences Perform additional administrative duties as assigned Additional Duties Assist with contract postal service operations as needed, following training and applicable procedures Respond to emergency situations as required; all hours worked will be compensated in accordance with applicable wage and hour laws Work Schedule This is a full-time position.

Standard hours are:

Monday through Friday, 8:00 a.m. to 4:00 p.m. Additional hours, including evenings or weekends, may be required based on operational needs. Compensation and Leave Benefits Holidays The Association observes ten (10) holidays consistent with the USPS federal holiday schedule. Paid Time Off Bereavement Leave Up to three (3) paid days for death of an immediate family member Sick Leave Accrued at four (4) hours per month Unused sick leave may be carried over annually, up to a maximum of 240 hours Vacation Leave One (1) week after one (1) year of employment Two (2) weeks after three (3) years of employment Three (3) weeks after six (6) years of employment Work Conditions and Compliance All duties must be performed in accordance with applicable safety regulations and within the scope of training provided The employee is expected to comply with all federal, state, and local laws and regulations Confidentiality of financial and customer information must be maintained at all times

Qualifications:

Education, Experience, and Requirements High school diploma or equivalent required Minimum of one (1) year of experience in clerical, bookkeeping, or billing functions; utility billing experience preferred Customer service experience required Valid driver's license and reliable transportation required Ability to work a standard schedule of Monday through Friday, 8:00 a.m. to 4:00 p.m. Availability to respond to operational needs, including occasional after-hours situations, as required Knowledge, Skills, and Abilities Communication and Customer Service Ability to communicate effectively in a professional manner, both verbally and in writing Strong customer service skills, including the ability to interact courteously with members, vendors, and government agencies Ability to manage sensitive or challenging situations calmly and respectfully Administrative and Technical Skills Proficiency in standard office practices and procedures Proficiency with office software, including Microsoft Word, Excel, and Adobe applications Ability to create, update, and maintain spreadsheets, reports, and records Strong organizational skills, including filing and records management Ability to learn and use job-specific software for billing, reporting, and database management Financial and Bookkeeping Skills Knowledge of basic accounting and bookkeeping principles Ability to perform business math calculations accurately Experience handling cash, processing payments, and maintaining financial records Familiarity with payroll support and financial reporting processes Work Management and Team Collaboration Ability to work independently and as part of a team Strong time management and organizational skills, with the ability to prioritize tasks effectively Flexibility to adapt to changing responsibilities and operational needs Operational and Technical Abilities Ability to prepare and issue maintenance or service work orders Willingness to be trained to support postal service operations as needed Ability to follow procedures for handling mail, packages, and customer transactions Physical Requirements Ability to perform general office tasks, including sitting, standing, and using office equipment for extended periods Ability to lift and move items typically associated with office and postal operations (e.g., mail trays, packages), up to approximately 70 pounds with occasional frequency. This position is classified as non-exempt under the Fair Labor Standards Act (FLSA) and is eligible for overtime pay in accordance with federal and state law. Equal Employment Opportunity El Jobean Water Association is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected status under applicable law. Disclaimer This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified at any time based on business needs.