Job Posting for Administrative Clerk at City of Madison, WI

General Description

The City of Madison is looking to hire Administrative Clerks. This is responsible administrative support work in the implementation and coordination of a variety of office functions necessitating judgment, discretion, and initiative in the interpretation and application of policies, procedures and processes. Employees in this classification may serve as an agency payroll clerk, may be the first contact for purchasing, may be responsible for preparing meeting agendas or minutes in the Legistar system, or may perform other administrative tasks. Work is normally performed under the general supervision of a professional or administrative supervisor. Employees may provide oversight to lower-level administrative employees as assigned.

APPLY NOW IF YOU WANT TO BE CONSIDERED FOR ANY ADMINISTRATIVE CLERK POSITION IN THE NEXT 6 MONTHS.

CURRENT VACANCY:

Parking Division

This is responsible administrative support work within the Parking Division. The position is responsible for answering parking inquiries from the public, general administrative duties, and preparing and coordinating division payroll and purchasing functions. Duties performed necessitate judgment, discretion, and initiative in interpreting and applying policies, procedures, and processes. Work is characterized by ongoing responsibility for assigned program support activities, with particular emphasis on providing administrative support to the Parking Enforcement Unit.

THIS RECRUITMENT WILL BE USED TO FILL VACANCIES THAT OCCUR IN THIS CLASSIFICATION IN OTHER DEPARTMENTS THAT MAY ARISE OVER THE NEXT SIX (6) MONTHS. SUCH VACANCIES MAY BE PERMANENT FULL-TIME OR PART-TIME.

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

The City of Madison is an equal opportunity employer functioning under an affirmative action plan. We value diversity, equity, inclusion, and belonging. Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply!

Examples of Duties and Responsibilities

PARKING DIVISION:
Program Support

Assist with special projects/assignments and confidential unit planning strategies.
Contribute to and write reports for internal/external stakeholders.
Organize and schedule meetings and appointments.
Assist with the ticket review process for contested tickets; review the circumstances surrounding the ticket's issuance, including coordinating a review of the area in question, letters to the affected parties, and other communications regarding available options.
Update and maintain correspondence letters in parking management systems.
Prepare and/or coordinate division payroll and personnel records.

Customer Service

Answer phone calls, respond to messages.
Direct inquiries to appropriate individuals or other agencies as necessary.
Describe in detail parking policies to individuals and the general public.
Intake and dispatch of parking-related requests.
Respond to miscellaneous customer requests, inquiries, and complaints.

Troubleshooting/Problem Solving

Provide support to staff and contractors on parking issues.
Research and troubleshoot issues with ticketing or permit errors.
Assist with troubleshooting parking program and software issues.
Work with various city agencies on issues related to ticket or towing.

Purchasing/Supply

Create purchasing orders for uniform items from approved vendor.
Maintain a list of approved uniform items and work directly with approved vendor.
Maintain inventory and order field and office supplies.
Reconcile P-Card transactions to appropriate budgets.
Track and distribute purchases.
Invoice payment and processing.
Perform general purchasing functions.

Miscellaneous Work

Prepare meeting agenda materials and enter information in Legistar.
Take minutes at meetings and transcribe them for electronic posting.
Produce and distribute correspondence memos, letters, and forms.
Assist in the preparation of regularly scheduled reports.
Maintain filing and record-keeping systems.
Assist with updating informational materials for the Parking programs, such as brochures and leaflets.
Perform related work as assigned.

For a general description of Administrative Clerk duties and responsibilities, please visit the classification specification.

Minimum Qualifications

Three (3) years of responsible administrative experience, which involved some independent responsibility for an office function or activity.

-OR-

Bachelor's degree from an accredited college or university.

-OR-

Associate's degree in a related field, such as administrative assistant, legal secretary, office management, etc.

Depending on the number of applicants, random selection may be used to determine who proceeds to the interview process following a screening for minimum qualifications.

If an applicant does not possess the specific requirements outlined above, HR will review the application materials to determine if the applicant possesses the following equivalent experience:

Two (2) years of experience in applying the following:

Office procedures, methods, and equipment.
English composition, correct punctuation, spelling, grammar, and business letter and report formats.
Computers and computer software applicable to the duties of the position, such as Microsoft Word, Excel, Outlook, PowerPoint, and database applications.

Familiarity with the following:

Elementary account posting and data processing input procedures.
Financial procedures.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.

For a complete list of Knowledge, Skills and Abilities, please visit the Administrative Clerk 1 classification specification.

Special Requirements

Ability to meet the transportation requirements of the position.

Physical Requirements:
Generally work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time. Ability to lift up to 50 pounds on occasion.

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Administrative Clerk

Job Posting for Administrative Clerk at City of Madison, WI

General Description

Examples of Duties and Responsibilities

Minimum Qualifications

Special Requirements

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