Administrative Support Specialist – Clerk’s Office

Job title: Administrative Support Specialist - Clerk's Office Company: Appleton Job description: Job Description This is varied clerical work that involves moderately complex work methods and problems. This position involves performing a wide variety of clerical functions, as well as light physical labor in handling the City's mail/copy services. The position requires the application of discretion, initiative and independent judgment in the handling of various tasks. This position also involves job duties related to the front reception counter including answering the telephone, handling walk-in requests, working in the WISVOTE election database while maintaining confidentiality, as well as the preparation, coordination and maintenance of licenses and permits issued by the Office of the City Clerk. Work is performed under the general supervision of the City Clerk. Examples of Duties ESSENTIAL JOB FUCTIONS • Performs a variety of licensing processes for over 30 types of City licenses/permits - all phases including initial application, computing fees, taking pictures, and processing, forwarding to approving departments, Safety and Licensing Committee and the Common Council, entering information into database for respective recording, tracking and creating license. • Processes cash receipt transactions, daily post and balance. • Maintains detailed record of all licenses and permits. • Develops Safety and Licensing Committee Agenda within Legistar document management system, coordinates all information with the Committee Chairperson, the City Clerk, the City Attorney's Office, and Police and Fire Departments. • Answers telephone as Clerk Department's primary telephone customer service representative and acts as the Information Center on behalf of the City for all inquiries; responds and/or routes calls to appropriate individuals. • Greets all sixth-floor walk-in traffic, responds to inquiries. • Compiles and distributes documents to departments, media and Council packets. • Processes all internal and external mail including collecting, sorting, distributing and metering daily mail; metering and coordinating bulk mailings and maintaining adequate supplies for the postage machine. • Provides high volume/large photocopy job functions for City departments including prioritizing, scheduling and planning copy jobs based on work orders received and notifying by email when the work is completed. • Processes and routes all special events applications. • Operates and maintains various mail/copy center equipment including, but not limited to, the mail meter and postage machine, multiple photocopy machines, folding and stuffing machines, punch and binding machines, UPS manifest system and printer, and ID printer and camera. • Coordinates UPS services to and from the City including weighing, printing invoices, and sending packages, accepting incoming UPS packages and contacting/delivering to respective departments. • Monitors compliance with Mail/Copy Services Manual. • Prepares and maintains weekly Schedule of Meetings to Legistar system and City website. • Prepares the monthly calendar of meetings and coordinates the requests for room reservations. • Accepts all bid documents filed with the Office of the City Clerk. • Assists with election duties in the WISVOTE election database, while maintaining confidentiality - registering voters, maintaining voter records, assisting absentee voters in the office, and entering, mailing, and returning absentee ballots. • Maintains and coordinates bidder's proof of responsibility list of pre-qualified bidders. • Composes and types correspondence when necessary including certified mail. • Compiles data for performance measures for budgeting purposes. • Coordinates/schedules/issues City of Appleton employee ID badges. • Posts agendas, reports and minutes of all meetings. • Maintains regular punctual and predictable attendance, works overtime and extra hours as required. OTHER JOB FUNCTIONS • Coordinates maintenance and repair of equipment located in mail/copy center. • Orders and coordinates inventories and purchases of copy paper, supplies for all equipment and services located in the mail/copy center, supplies for office, and letterhead paper and envelopes for the City. • Provides backup for other clerical staff. • Assists with special projects as requested. • Trains temporary help to perform mail/copy duties. • Compiles and maintains detailed data for UPS shipments, copy counts and postage for each department for budget purposes. • Notifies general public of special office hours and elections. Typical Qualifications Three years' experience in general clerical work; graduation from high school plus additional training of at least one year of college, business, or technical school (including or supplemented by courses in typing, computer use, office practices and clerical subjects), or any equivalent combination of experience and training that provides the following knowledge, abilities and skills: • Thorough knowledge of all license/permit processes and the ability to distinguish specific variables for each license/permit type. • Knowledge of U.S. Postage Service regulations and procedures. • Knowledge of the quality improvement process (QIP) and strong team orientation. • Knowledge of departmental rules, regulations, procedures and functions. • Ability to work autonomously. • Ability to work accurately under pressure. • Ability to prioritize and meet deadlines. • Ability to understand and effectively carry out oral and written instructions. • Ability to make minor decisions in accordance with laws and regulations and to apply those to work problems. • Ability to demonstrate organizational skills, attention to detail in maintaining office records, compiling data and preparing accurate reports. • Ability to establish and maintain effective working relationships with other employees and the public and to deal with public relations problems courteously and tactfully. • Skill in the operation of microcomputer software, CRT, typewriters, photocopy machines, mail/copy center related equipment and other standard office equipment, Word, Excel, and Groupwise. • Ability to multi-task. • Strong oral and written communication skills. • Excellent customer service skills. • Availability to attend evening meetings, if necessary, for Safety & Licensing Committee in the absence of the City Clerk and Administrative Services Lead. • Ability to perform simple math computations with speed and accuracy. • Ability to identify and resolve problems in a timely manner; work well in group problem solving situations; manage difficult or emotional customer situations in person and on the phone. • Ability to maintain confidentiality and follow policies and procedures. • Ability to complete administrative tasks correctly and on time. • Adaptability to adapt to changes in the work environment. Supplemental Information COMPETENCIES Communication Customer Focus Handling Difficult People Problem Solving Adaptability/Flexibility To learn more about these competencies click Expected salary: $20.82 - 24.99 per hour Location: Appleton, WI Job date: Fri, 17 Feb 2023 06:49:03 GMT Apply for the job now! Apply tot his job Apply tot his job