Administrative Specialist - Front Desk

To perform administrative and operational functions that support the City’s Clerk and Finance Departments. Citizen facing position in the Administrative Specialist series facilitates customer/resident services.The following duties are normal for this position. &nbsp;They are not to be construed as exclusive or all-inclusive. &nbsp;Other duties may be required and assigned.<br>&nbsp;<br>Example of Essential Duties and Responsibilities:<br>&nbsp;<br><ol style="margin-bottom: 3pt"><li>Performs the operational procedures in opening and closing City Hall</li><li>Fields citizen/customer inquiries and manages phone traffic and general emails</li><li>Handles citizen complaints, requests and nuisance collection&nbsp;</li><li>Collects and posts fees and charges and miscellaneous payments</li><li>Maintains City Hall’s vehicle fuel and building interior for tidy appearance&nbsp;</li><li>Maintains the databases and filing system</li><li>Prepares invoices and income offset letters&nbsp;</li><li>Draft correspondence; EMS Payments; and MWA new household bin orders</li><li>Processes and coordinates processing a variety of permits; manage and update spreadsheet, correspond with Assessor’s office, and help answer questions</li><li>Maintains traffic violation records</li><li>Maintains calendars and sets up for various meetings&nbsp;</li><li>Processes mail, both incoming and outgoing; travel to and from post office</li><li>Creates and implements strategies for records storage, security, longevity, and ongoing preservation in observance of the City’s records retention policy, as directed by the City Clerk&nbsp;</li><li>Assists in the preparation of reports, through research and analytics &nbsp;for regulatory, internal and external communications&nbsp;</li><li>Operates and balance register, reconciling deposit log and bank deposits daily</li><li>Backs up Utility Billing as needed</li><li>Performs other duties reasonably expected of an employee in this capacity&nbsp;</li></ol><strong><u>Required Knowledge, Skills, and Abilities:</u></strong><br>&nbsp;<br><ul style="margin-bottom: 3pt"><li>Principles, practices and methods of administrative and organizational analysis; public administration policies and procedures.</li><li>Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.</li><li>Effective business communications and correct English usage, including spelling, grammar and punctuation</li><li>Pertinent federal, state, and local codes, laws, and regulations.</li><li>Utilize good judgment in analyzing situations carefully and adopting effective courses of action; gather, organize, compile, and summarize data.</li><li>Understand and follow oral and written directions; communicate clearly and concisely, both orally and in writing.</li><li>Shall possess valid Drivers’ license.</li></ul><u>&nbsp;</u><br><strong><u>Education, Training and Experience:</u></strong><br>&nbsp;<br>Associates Degree in related field required, Bachelor’s Degree preferred.<br>Direct experience in the field may be substituted for education in a two for one year ratio.<strong>MINIMUM PHYSICAL AND MENTAL ABILITIES</strong><br><strong><u>REQUIRED TO PERFORM ESSENTIAL FUNCTIONS</u></strong><br><strong>&nbsp;</strong><br><strong>Physical Requirements</strong><br>&nbsp;<br>Position requires adaptability to performing a variety of duties, often changing from one task to another of a different nature without subsequent loss of efficiency or composure. &nbsp;Lifts and carries objects weighing up to 20 lbs. on a regular basis. &nbsp; On occasion may be required to lift 25 - 40 lb. bags. &nbsp; Pushes and pulls objects weighing up to 15 lbs. on a regular basis. &nbsp;Climbs ladders, step and balancing objects required on occasional basis. &nbsp;Use of fingers, hands, arms, body torso requiring manual dexterity is required in virtually all tasks performed.<br>&nbsp;<br><strong>Cognitive Demands</strong><br>&nbsp;<br>Position involves working directly with people, data and things in the provision of clerical support, operations, and finance. &nbsp;Requires ability to differentiate between numbers, figures and forms; visual, sound, odor and color perception. &nbsp;Capacity to use and interpret a variety of information furnished in written, oral, diagrammatic or schedule form. &nbsp;Ability to perform multiple tasks simultaneously. &nbsp;Must demonstrate strong organizational skills. &nbsp; Applies acquired knowledge of the principles and practices associated with modern accounting and clerical practices.<br>&nbsp;<br><strong>Language Ability &amp; Interpersonal Communication</strong><br>&nbsp;<br>Capacity to write reports, operating regulations, news articles and related documents using proper format, punctuation, spelling and grammar. &nbsp; Capacity to read and understand principles of logical or rational thinking to solve practical problems in situations where standardization normally exists. Understanding of verbal and non-verbal cues and the connection to active listening.<br>&nbsp;<br><strong>Environmental Adaptability</strong><br>&nbsp;<br>Occupational hazards are those generally associated with occupations engaged in clerical work.