Administrative Operations Specialist

Job title AdministrativeOperationsSpecialist Reports to Town Clerk Department Administration Classification Full-Time, Hourly Non-Exempt Salary Range Hiring Range $23 - $25 Hourly, DOQ/E Benefits Health, Dental, Vision and Life Insurance, 457 Retirement, Paid Time Off Job Purpose Under the general direction of the Town Clerk, the Administrative Operations Specialist – Utilities, Permits & Court performs specialized administrative, financial, and customer service functions for the Town of Kersey. This position serves as the Town's Municipal Court Clerk and primary utility billing, permitting and licensing, cash receipting, and front-counter specialist. The position serves as a primary point of contact for residents, utility customers, contractors, defendants, attorneys, vendors, and other members of the public and is responsible for providing accurate information and professional customer service regarding Town programs, services, accounts, permits, licenses, and Municipal Court. The position requires a high degree of accuracy, organization, confidentiality, independent judgment, and the ability to manage multiple recurring processes and deadlines while working in an environment with frequent interruptions. The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The Town of Kersey retains the right to modify or change the duties or essential functions of the job at any time. Front Desk & Cash Receipting Serve as a primary point of contact for Town Hall, assisting customers in person, by telephone, and electronically with Town services and general inquiries. Receive and process payments for utilities, Municipal Court, permits, licenses, and other Town Maintain and reconcile the cash drawer, electronic payments, daily receipts, and deposits in accordance with Town procedures. Receive and distribute mail, maintain front-counter resources, assist with records requests, and provide general administrative support to Town departments. Serve as a Notary Public or obtain a commission within six months of Utility Billing & Customer Accounts Administer the Town's utility billing and accounts receivable functions, including maintaining customer accounts, processing meter readings, monthly billing, payments, adjustments, and final Review account and consumption information for accuracy and coordinate with Public Works to resolve meter or service discrepancies. Administer delinquency procedures, including penalties, notices, service shutoffs and restorations, in accordance with Town policies. Coordinate new and changed trash services and other utility-related customer Perform annual sewer usage calculations and complete required monthly and year-end utility billing procedures, reconciliations, and records. Municipal Court Serve as Municipal Court Clerk and coordinate administrative functions with the Municipal Court Judge, prosecutor, law enforcement, attorneys, defendants, interpreters, and other court Maintain court records and case files; enter citations and case activity; process payments; and maintain accurate information regarding appearances, dispositions, judgments, and payment Prepare court dockets, notices, orders, correspondence, case files, and other materials required for court proceedings. Coordinate interpreter services and obtain reports, driving records, and other documentation necessary for court cases. Prepare the courtroom and recording equipment and provide clerk support during Municipal Court Process post-court actions, including dispositions, DMV reporting, notices, collections referrals, default judgments, failure-to-appear actions, warrant-related documentation, and case closures as directed by the Court. Maintain confidentiality, accuracy, security, and retention of Municipal Court Permits & Licensing Receive, review for administrative completeness, and process building permits and other assigned permit applications and fees. Communicate with applicants, contractors, property owners, Town staff, and contracted reviewing agencies regarding permit applications and status. Provide general permitting information and refer technical, planning, engineering, or code-related questions to the appropriate staff or agency. Process and maintain records for business, solicitor, vendor, animal, right-of-way, fence, and other Town permits and licenses. Coordinate annual business license renewals and maintain accurate licensing and permit Records & Administrative Support Maintain organized electronic and physical records associated with assigned functions in accordance with Town records-management requirements. Prepare correspondence, notices, reports, spreadsheets, forms, and other Maintain familiarity with applicable Town ordinances, resolutions, policies, fee schedules, and Maintain current written procedures for major responsibilities and recurring processes and assist with cross-training backup staff. Provide administrative support to the Town Clerk and other Town departments as Perform other duties as Knowledge, Skills and Abilities Knowledge of, or ability to learn, municipal court administration, utility billing, cash receipting, permitting, licensing, records management, and municipal government operations. Strong organizational, customer service, written, and verbal communication Ability to maintain accurate financial, utility, court, permit, and licensing records and reconcile financial transactions. Ability to understand and apply Town policies, ordinances, fee schedules, court procedures, and administrative requirements. Ability to maintain confidentiality and exercise sound judgment when handling sensitive Ability to manage multiple responsibilities and deadlines while maintaining accuracy in a frequently interrupted environment. Ability to communicate professionally with the public, including individuals who may be upset, frustrated, or involved in sensitive financial or legal matters. Ability to establish effective working relationships with Town employees, elected officials, court personnel, contractors, governmental agencies, and the public. Proficiency in standard office technology and ability to learn and effectively use Caselle, Xpress Bill Pay, Community Core, and other Town software. Experience and Training High school diploma or Two years of progressively responsible administrative, customer service, financial, court, utility billing, permitting, or related experience; or an equivalent combination of education and Experience working with computers, electronic records, and standard office Ability to obtain and maintain a Colorado Notary Public commission within six months of hire Preferred Municipal or other local government Experience with Caselle or similar municipal financial and court management Bilingual, Spanish Other Requirements MUST have a current and valid Colorado driver’s license with an acceptable driving MUST be able to pass a Colorado background Working Conditions Work is primarily performed in a professional office and public customer-service environment with frequent interruptions and regular interaction with the public. The employee may interact with individuals who are upset, frustrated, confrontational, or experiencing financial or legal difficulties and must maintain professionalism, confidentiality, and composure. Attendance outside normal business hours may occasionally be required for Municipal Court or other Town functions. Physical requirements The physical demands described below are representative of those required to successfully perform the essential functions of the position. Ability to remain seated or standing and operate a computer and standard office equipment for extended periods. Ability to communicate effectively in person, by telephone, and Ability to bend, reach, kneel, and perform routine office Ability to lift and carry office materials and supplies weighing up to 40 Ability to legally operate a Town-owned vehicle when Supervision Receives general direction from the Town Clerk. This position does not normally exercise direct supervision over other employees but may provide training or guidance to employees providing backup coverage for assigned functions. #J-18808-Ljbffr Kerseygov