Clerical Officer (Grade III)

The Role

Mayo County Council invites applications, from suitably qualified persons, who wish to be considered for inclusion on a panel from which future relevant vacancies for Clerical Officer (Grade III) may be filled.

The Clerical Officer is the entry-level administrative grade in Local Authorities (LA’s) in the country.

As part of the Local Authority’s commitment to provide quality services to citizens, the Clerical Officer will assist in delivering a wide range of services across the organization. Clerical Officers provide a point of contact for customers to carry out their business and access information about the Councils services.

Each candidate must, on the latest date for receipt of completed application forms –

a)     have obtained at least Grade D (or a Pass), in Higher or Ordinary Level, in five subjects from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certification Vocational Programme. (At least Grade B in Foundation Level Mathematics and Grade C in Foundation Level Irish may be considered as equivalent to Grade D (or a Pass), in Higher or Ordinary Level, from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme).

or

b)     have passed an examination of at least equivalent standard.

or

c)     have had at least two year’s previous service in the office of Clerical Officer, Clerk/Typist (Clerical Duties), Clerk Typist (Typing and Clerical Duties) or Clerk/Typist under a local authority, or health board in the State.

or

Candidates must, by the date of any job offer, be:

a)     A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or

A panel will be formed from qualified candidates from which permanent and temporary appointments may be made. This is a pensionable whole-time position on the basis of a 35-hour 5-day week.

The salary shall be fully inclusive and shall be as determined from time to time. The holder of the position shall pay to the Local Authority any fees or other monies (other than inclusive salary) payable to or received by such holder by virtue of the position or in respect of services, which are required by or under any enactment to perform.

SALARY SCALE:

€30,811, €32,543, €32,972, €33,836, €35,101, €36,367, €37,634, €38,553, €39,596, €40,803, €41,661, €42,860, €44,065, €46,334, (maximum), €47,945 (after 3 years satisfactory service at maximum).

The starting pay for new entrants will be at the minimum of the scale and the rate of remuneration may be adjusted from time to time in line with Government pay policy.

3. The duties of the post are to give to the local authority, and 

a)     such other local authorities or bodies for which the Chief Executive, for the purposes of the Local Government Acts 2001 and 2014, is Chief Executive, and

b)     to any other local authority or body with which an agreement has been made by the local authority, or by any of the authorities or bodies mentioned in subparagraph (a) of this paragraph under the general direction and supervision of the Chief Executive or such other employee as the Chief Executive may from time to time determine, such appropriate services of an executive, administrative or management nature as may be required by any local authority or body hereinbefore mentioned in the exercise and performance of any of its powers, functions and duties to exercise such powers, functions and duties as may be delegated to him / her by the Chief Executive from time to time, including the duty of servicing all committees that may be established by any such local authority or body. The post holder will, if required, act for an employee of a higher level if qualified to do so.

The following are among the principal duties envisaged:

a)      Customer Service & Public Interaction

o   Dealing with the public and customers in person, by phone, and via email.

o   Operating at the public counter and reception, providing information and assistance.

o   Handling queries, complaints, and service requests professionally.

b)     General Clerical & Administrative Support

o   Filing, photocopying, scanning, and maintaining records.

o   Handling incoming and outgoing mail, including electronic correspondence.

o   Taking minutes of meetings and preparing agendas as required.

o   Drafting letters, memos, and reports.

c)     ICT & Data Management

o   Using Microsoft Office (Word, Excel, Outlook) and bespoke local authority systems.

o   Inputting, updating, and managing data in databases and spreadsheets.

o   Using email and internet tools for communication and research.

d)     Financial & Accounts Administration

o   Cashiering duties, including handling payments and issuing receipts.

o   Processing invoices and payroll for payment.

o   Managing purchasing, creditors, and debtors accounts.

o   Assisting with budget tracking and financial reporting.

e)     Document & Records Management

o   Maintaining accurate and up-to-date records in line with data protection policies.

o   Archiving and retrieving documents as needed.

o   Supporting Freedom of Information (FOI) and GDPR compliance.

f)      Support to Management and Teams

o   Performing such other duties as may be assigned from time to time, in line with the needs of the service.

Candidates for the post must demonstrate that they have competency and skills in the following areas. Application forms should include two practical examples which demonstrates these competencies. Interviews will be competency based and marks will be awarded under these skills sets.

Teamwork and Customer Care

·        Is respectful, courteous and professional when dealing with customers and colleagues.

·        Understands customer needs and expectations and acts on these appropriately.

·        Develops and maintains good working. relationships with others, sharing information and knowledge, as appropriate.

·        Offers own ideas and perspectives.

·        Understands own role in the team, making every effort to play his/her part.

·        Is capable of dealing with difficult customers in an effective manner.

Information Management and Organisational Skills

·        Demonstrates good organisational skills.

·        Understands and follows procedures and processes.

·        Prioritises workloads and generates effective solutions.

·        Demonstrates good record keeping skills.

·        Demonstrates good data analytic skills.

·        Can use various IS packages/systems and is proficient in the use of new technologies.

Delivering Results

·        Takes responsibility for work and sees it through to the appropriate next level.

·        Completes work in a timely manner.

·        Adapts quickly to new ways of doing things.

Holders of the position shall reside in the district in which his/her duties are to be performed or within a reasonable distance thereof.

·       Preliminary interviews to reduce the number of candidates to a more manageable number for the final Interview Board or

Each candidate will be required to submit as references the names and addresses of two responsible persons to whom they are well known but not related. Candidates will be required to submit documentary evidence to the Local Authority in support of their application.

As an employee of Mayo County Council, you will be assessed in terms of which Pension Scheme is applicable to you. You will become a member and contribute to the relevant scheme as outlined below:

1)     Persons who become pensionable employees of a local authority under the Single Public Service Pension Scheme will be required in respect of their superannuation to contribute 3.5% of net pensionable remuneration and 3% of pensionable remuneration.

2)     Persons who become pensionable employees of a local authority under the Local Government (superannuation) (consolidation) scheme, 1998 and who are liable to pay class A rate of PRSI contribution will be required in respect of their superannuation to contribute to the local authority at the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of State Pension Contributory payable at the maximum rate to a person with no adult dependant or qualified children).

Persons who become pensionable employees of a local authority under the Local Government (superannuation) (consolidation) scheme, 1998 may be required to contribute to the Dependants Pension Scheme.

In order, to qualify for a pension, they must have served a minimum of two years (24 months) employment in an approved public body.

CLASS A PRSI

The compulsory retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 is 70 years. Minimum pension age of 66 years, rising to 67 years and 68 years in line with State Pension age changes, is applicable.

Assignment of base shall be at the absolute discretion of Mayo County Council.