Accounting Mail/File Clerk (Part-time)


15 hours weekly/M-F 9:00 a.m. to 12:00 noon

JOB SUMMARY: This position provides mail delivery and general office support within the Accounting Division.

Collects and distributes all mail to appropriate personnel within division in timely manner.
Perform general office duties such as typing, operating office machines, and filing misc reports.
Track materials removed from files in order to ensure that borrowed files are returned.
Gather materials to be filed from departments and employees.
Sort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
Find and retrieve information from files in response to requests from authorized users.
Scan or read incoming materials in order to determine how and where they should be classified or filed.
Use scanners to convert forms, receipts, and reports into electronic format.
Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
Assign and record or stamp identification numbers or codes in order to index materials for filing.
Answer questions about records and files.
Modify and improve filing systems, or implement new filing systems.
Perform periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition.
Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements.
Enter document identification codes into systems in order to determine locations of documents to be retrieved.
Operate mechanized files that rotate to bring needed records to a particular location.
Design forms related to filing systems.
Other related job duties as assigned.

Knowledge of modern office practices and procedures.
Knowledge of modern hard copy and electronic records maintenance systems.
Knowledge of department and city policies and procedures.
Skill in the operation of a computer and other modern office equipment.
Skill in filing and records maintenance.
Skill in oral and written communication.

SUPERVISORY CONTROLS: Assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES: Guidelines include the department Policies and Procedures Manual, State and Federal Record Retention Schedules, North Carolina General Statutes, and relevant local, state, and federal laws. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY: The work consists of related general office duties. The volume of work contributes to the complexity of the work.

SCOPE AND EFFECT: The purpose of this position is to perform general office duties in support of the division. Successful performance facilitates the operation of the division and of the department.

PHYSICAL DEMANDS: The work is performed while sitting, standing, stooping, walking, bending, or crouching. The employee occasionally lifts objects in excess of 10-20 lbs.

WORK ENVIRONMENT: The work is typically performed in an office.


Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

Created 10/13