Clerical Officer

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 Council's services.

Qualifications1. Character

Candidates shall be of good character.

2. Health

Candidates shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

3. Education, Training, Experience

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 Certificate 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 years’ 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

d) Have satisfactory relevant experience which encompasses demonstrable equivalent skills.

In the event that an offer of employment is made, the candidate will be required to submit all relevant educational qualifications to meet the requirements above.

Non-Irish qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications. Overseas qualifications must also be accompanied by a translation document.

4. Diversity, Equity and Inclusion

Mayo County Council is committed to being an equal opportunities employer. We welcome applications from all sections of society and ensure that no one is discriminated against on the grounds of race, religion or belief, ethnicity or nationality, domestic or civil partnership status, sexual orientation or gender identity or any other basis of protected law.

Applications would be particularly welcome from persons with disabilities. Reasonable accommodations can be provided. If you require any reasonable accommodations, you may contact, in confidence, recruitment@mayococo.ie.

5. Required Documents

Candidates MUST upload the following documents in the ATTACHMENTS section of the application portal:

a) Fully unendorsed Category B Driving Licence (front and back) or other photo ID if licence not held.

b) Certificates for all declared qualifications – Secondary School, University, College, etc.

c) Translations of any documents which are not in English or Irish.

d) For any qualifications not awarded in the Republic of Ireland, an accompanying Comparability Statement from Quality and Qualifications Ireland (QQI) to establish each qualification's comparability against the Irish National Framework of Qualifications.

A link to search your qualification and download a PDF determination can be found here:

https://qsearch.qqi.ie/WebPart/Search?searchtype=recognitions

Please note, Curriculum Vitae are not accepted and should not be uploaded.

6. Citizenship

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

b) A citizen of the United Kingdom (UK).

or

c) A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons.

or

d) A non-EEA citizen who is a spouse or child of an EEA, UK or Swiss citizen and has a Stamp 4 visa.

or

e) A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State as a result of family reunification and has a Stamp 4 visa.

or

f) A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state, the UK or Switzerland and has a Stamp 4 visa.

Particulars of the Post1. Position

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.

2. Salary

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:

€31,935, €33,702, €34,140, €35,021, €36,312, €37,603, €38,895, €39,833, €40,897, €42,128, €43,004, €44,227, €45,456, €47,770 (maximum), €49,413 (after three 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. Duties

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.

b) 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), under the general direction and supervision of the Chief Executive or such other employee as the Chief Executive may from time to time determine.

The post holder will provide such appropriate services of an executive, administrative or management nature as may be required by any local authority or body in the exercise and performance of its powers, functions and duties, and exercise such powers, functions and duties as may be delegated by the Chief Executive from time to time, including the duty of servicing all committees 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:

Customer Service & Public Interaction

• Dealing with the public and customers in person, by phone, and via email.
• Operating at the public counter and reception, providing information and assistance.
• Handling queries, complaints, and service requests professionally.

General Clerical & Administrative Support

• Filing, photocopying, scanning, and maintaining records.
• Handling incoming and outgoing mail, including electronic correspondence.
• Taking minutes of meetings and preparing agendas as required.
• Drafting letters, memos, and reports.

ICT & Data Management

• Using Microsoft Office (Word, Excel, Outlook) and bespoke local authority systems.
• Inputting, updating, and managing data in databases and spreadsheets.
• Using email and internet tools for communication and research.

Financial & Accounts Administration

• Cashiering duties, including handling payments and issuing receipts.
• Processing invoices and payroll for payment.
• Managing purchasing, creditors, and debtors accounts.
• Assisting with budget tracking and financial reporting.

Document & Records Management

• Maintaining accurate and up-to-date records in line with data protection policies.
• Archiving and retrieving documents as needed.
• Supporting Freedom of Information (FOI) and GDPR compliance.

Support to Management and Teams

• Providing administrative support to senior staff and various departments.
• Assisting in the coordination of projects and service delivery.
• Scheduling meetings and managing calendars.

Other Duties

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

The above specification is not intended to be a comprehensive list of all duties involved and, consequently, the post holder may be required to perform other duties as appropriate to the post which may be be assigned from time to time and to contribute to the development of the post while in office.

5. Residence

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

6. Annual Leave

Annual leave entitlement is 27 days per year.

7. Travel

Mayo County Council reserves the right to provide a vehicle to enable you to carry out your duties. The provision of a vehicle will be at the discretion of the Chief Executive.

8. Shortlisting

Normally the number of applications received for a position exceeds that required to fill existing and future vacancies. While candidates may meet the eligibility requirements of the competition, if the numbers applying for the position are such that it would not be practical to interview everyone, Mayo County Council may decide that only a selected number will be called to interview.

A shortlisting process will apply whereby a group of applicants will be selected for interview who, based on an examination of the documents provided by each applicant, appear to be the most suitable for the position.

This is not to suggest that other candidates are necessarily unsuitable or incapable of undertaking the job, but rather that there are some candidates who are, prima facie, better qualified and/or have more relevant experience.