District Clerk (Administrative & Membership Support)

International Union of Operating Engineers, Local 18

IUOE Local 18 represents skilled operating engineers throughout Ohio and plays a vital role in supporting its members. The District Clerk position is a key part of these efforts, helping ensure smooth daily operations and effective communication across the district.

***This full‑time position offers excellent benefits, including employer‑paid medical insurance, an employer‑funded MRA, and three employer-funded pension plans***

Job Overview

We are seeking a highly organized and detail-oriented District Clerk to support daily district operations. This role is essential to maintaining accurate administrative, financial, and membership records while providing professional customer service to members, permit holders, contractors, and internal departments.

The ideal candidate is dependable, discreet with confidential information, comfortable handling financial records, and able to manage multiple responsibilities while meeting deadlines.

Key Responsibilities

Administrative & Membership Support

• Process new member and permit holder packets from receipt through completion
• Maintain accurate manual and electronic member work and payment records
• Prepare and send member correspondence related to registration, billing, suspensions, and status changes
• Respond to member and contractor questions regarding registration, dues, and clearances
• Type meeting minutes, weekly reports, and other assigned documentation
• File and archive records in accordance with retention requirements

Financial & Record-Keeping Duties

• Calculate initiation fees, service dues, assessments, and balances due
• Create and maintain spreadsheets tracking work records and payment history
• Maintain delinquency and service dues records for permit holders
• Accept payments, issue receipts, reconcile cash sheets, and process deposits
• Prepare weekly deposits and reconcile petty cash
• Assist with audits and annual reporting as required

Daily, Weekly, Monthly & Periodic Tasks

• Answer phones and assist members in person and by phone
• Process daily mail and outgoing correspondence
• Prepare and mail weekly packets to Health & Welfare and Headquarters
• Maintain delinquent service dues lists and membership activity reports
• Review work records and prepare suspension notices and billing spreadsheets on a quarterly basis

Backup & Cross-Training Responsibilities

• Serve as backup for Dispatcher duties during breaks or absences, including:
• Assisting members at the window
• Answering phones
• Processing payments
• Referring inquiries to appropriate departments (Pension, Health & Welfare, Training, Dues, etc.)

Qualifications & Skills

• Strong background in banking - required
• Strong organizational and time-management skills
• Excellent communication and customer service abilities
• High attention to detail and accuracy
• Proficiency with data entry, spreadsheets, and record-keeping
• Basic computer skills, including email, document management, and Microsoft Excel
• Ability to calculate, track, and reconcile financial information
• Ability to interpret and follow organizational rules, procedures, and agreements
• Ability to maintain confidentiality and exercise discretion

Physical Requirements

• Ability to sit for extended periods while performing clerical work
• Ability to occasionally lift files, mail, and office supplies

Pay: From $27.25 per hour

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Tuition reimbursement

Work Location: In person