Administrative Clerk

Administrative Support Specialist

Under general supervision, this position performs a variety of administrative work for the city, including answering calls, scanning files, maintaining records, ordering supplies, and processing mail. This position will provide support to various departments and will deliver exceptional customer service to citizens and employees, and requires effective problem-solving skills.

Examples of Duties

• Serves as the main point of contact for the city, answering questions and providing information in person and over the phone. Directs telephone inquiries to the appropriate person.
• Performs clerical tasks such as data entry, document preparation, report creation, and record keeping.
• Handles all mail, including sorting, delivering, and coordinating shipments. Completes deposit slips for incoming checks.
• Assists with the preparation of Aubrey's Citizen Academy and Council meetings, including ordering and preparing supplies and refreshments, preparing the room, and communicating with participants, as needed.
• Processes water applications and disconnects.
• Collects water payments and prepares receipts.
• Serves as backup for water billing.
• Researches historical documents by utilizing Laserfiche and meeting minutes.
• Processes traffic citations and parking citations, accepts payment of fines and appearance bonds.
• Assists with auditing warrants and open cases.
• Runs Juvenile Diversion Program.
• Provides backup support to the Courts Department.
• Performs other duties as assigned.

Typical Qualifications

MINIMUM JOB QUALIFICATIONS:

• High School diploma or GED, and
• Two years of progressively responsible experience in an administrative, customer service, or secretarial role; or an equivalent combination of education.

PREFERENCES:

• Bilingual in English & Spanish
• Municipal Experience

ABILITIES, KNOWLEDGE, AND SKILLS:

Abilities in the following:

• to demonstrate a high level of integrity and dependability with a strong sense of urgency.
• to demonstrate flexibility and adaptability, especially during times of change.
• to work in a team environment; contribute as a team member and treat co-workers, subordinates, and customers with respect.
• to must be punctual and attend work regularly.
• to independently manage day-to-day functions of areas of responsibility.
• proficient in Microsoft Office (including Outlook, Word, Excel, PowerPoint, and Access), and software applicable to the area of assignment, specifically Adobe Creative Suites (Photoshop, InDesign).
• to take empowered action to solve routine problems within policy guidelines and to seek creative solutions to non-routine challenges
• to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided.
• to follow instructions, safety practices, and standard operating procedures in performing assigned tasks.
• to handle confidential and sensitive information with discretion.
• to multitask efficiently.
• to stay late for various meetings.

Knowledge in the following:

• of customer service practices and procedures.
• of research and report development of routine administrative issues including legal, financial, and survey data.
• of computers and related equipment, hardware, and software applicable to the area of assignment.
• of administrative policies and procedures of the City.
• of government business administration

Skills in the following:

• Progressive administrative secretarial skills with proven ability to function effectively in a dynamic environment.
• in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• in providing customer service to various customers.
• in reading, interpreting, applying, and explaining laws, codes, ordinances, rules, regulations, policies, and procedures.
• in preparing clear and concise reports, including oral, written, and audio/visual presentations.

Supplemental Information

• Ability to lift up to 10 pounds occasionally. Requires visual acuity, speech and hearing, hand/eye coordination, and manual dexterity necessary to operate tools and equipment associated with the job. This is a sedentary office position.