Administrative Support Staff - Temporary

Purpose of Position

The purpose of this position is to perform public reception, collection and billing tasks, general clerical tasks, administrative support and customer service duties for efficient operation. The work is performed under the supervision of the City Administrator, Deputy Clerk and Deputy Treasurer. Employee schedule will be determined upon hire—tentative work dates: July - October.

• Performs public reception duties. Greets and directs visitors, provides information to visitors and callers regarding department functions, events, programs, etc., or refers to appropriate person or agency. Receives and routes telephone calls, takes and relays messages.

• Performs customer service duties, with a desire to positively and proactively interact with the public and other city staff.

• Posts received payments for taxes, utilities and fees to appropriate records.

• Assists customers with permit and license applications.

• Assists with processing incoming and outgoing mail for the City.

• Assists with administrative tasks such as scanning and filing records and data entry.

• Assists with record keeping and meeting minutes recording.

• Assists Deputy Clerk, Deputy Treasurer and Administrative Staff with other tasks as deemed necessary.

1. Education/Training/Certifications
   • High school diploma or equivalent, training in computer word processing.
   • Experience in money handling and general clerical duties preferred.
   • Experience with extensive public contact; or any combination of education and experience that provides equivalent knowledge, skills and abilities.
   • Possess and maintain a valid state issued driver's license.
2. Language Skills
   • Ability to classify, compute and tabulate data and information, following a prescribed plan requiring the exercise of some judgment. 
   • Ability to compare, count, differentiate, measure and sort information.
   •  Ability to assemble, copy, record and transcribe data and information. 
   • Ability to advise and provide interpretation to others how to apply policies, procedures and standards to specific situations.
   • Ability to utilize a wide variety of descriptive data and information such as regulations, purchase orders, invoices, billing statements, time sheets, non-routine correspondence, inventory records, payroll information, procedures and computer software operating manuals.
   • Ability to apply functional reasoning.
3. Mathematical Skills
   • Ability to add and subtract, multiply and divide, and calculate percentages, fractions, decimals and ratios. 
   • Ability to interpret basic descriptive statistical reports.
4. Competencies
   • Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
   • Oral Communication - Listens and gets clarification; Responds well to questions; Participates in meetings.
   • Written Communication - Writes clearly and informatively; Able to read and interpret written information.
   • Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
   • Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
   • Planning/Organizing - Uses time efficiently; Sets goals and objectives.
   • Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
   • Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
   • Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
   • Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
   • Initiative - Volunteers readily; Undertakes self-development activities; Asks for and offers help when needed.
5. Physical Abilities
   • Ability to operate a variety of office equipment such as computer terminal, typewriter, telephone, fax machine, calculator/adding machine, computer printer and photocopier, and digital camera.
   • Ability to coordinate eyes, hands, feet and limbs in performing movements requiring skill and training, such as data entry and keyboarding.
   • Ability to sustain repetitive keyboard activity for up to 6-8 hours daily.
   • Ability to sustain prolonged visual and mental concentration.
   • Ability to sit for long periods of time; use hands to finger, handle, or feel and reach with hands and arms.
   • Ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and pulling.
   • The employee is occasionally required to talk and listen.
6. Other Requirements
   • The ability to maintain confidentiality is a must.

Salary : $14 - $18