Administrative Technician - Tax Collector/Auto Registration

Administrative Technician I

Performs routine, repetitive typing and clerical operations; all other related work as required. Supervision Works under the direct supervision of a supervisor. Incumbent is generally provided a work plan and priorities in accordance with established policies and guideline; detailed instructions are given for new or difficult assignments; work is reviewed in process or upon completion for accuracy. Some level of initiative and independence is expected after training. Performs varied, responsible duties requiring comprehensive knowledge of clerical systems, purchasing methods, data processing and departmental operations. Must exercise judgment and initiative in carrying out an entire operation with direct guidance and direction from supervisor. Work will entail basic typing, filing, searching for documents and receiving telephone calls from customers, vendors and other employees. Job Environment Work is generally performed under typical office conditions. Operates a computer and general office equipment, such as a calculator, copier, facsimile machine and telephone. Makes regular contact with municipal employees in all departments; makes regular contact with the general public; makes frequent contact with clients and outside vendors doing business with the City. Contact is by telephone, in person and by correspondence. Has access to some confidential client financial and department records. Errors in administration could result in monetary loss, reduced levels of service, confusion and delay on the provision of services and could have legal and/or financial repercussions.

Essential Functions

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Under the direction of a supervisor, performs data entry and maintenance of the Department's client database including support documentation, basic bookkeeping and related billing functions in accordance with established departmental procedures and guidelines. Incumbent may be required to have direct contact with customers to determine the appropriate service response required. Sorts, indexes and files correspondence and other departmental records. Assists in the preparation of official documents, correspondence and purchase orders to ensure compliance with local and state laws and policies; maintains detailed and accurate files. Processes the department's purchase of materials and supplies to ensure compliance with purchase procedures and maintains department inventory of equipment and office supplies. Processes client requests including various departmental applications, registrations and bill payments; processes daily turnover reports to appropriate department. Prepares and submits written reports as required. Receives and distributes department mail and files correspondence, record documents, licenses, permits etc. Receive, route and keep track of citizen service requests and complaints. Attends staff meetings and meetings when required. Provides back-up clerical support to other Clerks in department as required. Performs other similar or related duties as required, or as the situation dictates.

Recommended Minimum Qualifications

Education and Experience High School Degree; one to three years of office clerical experience or an equivalent combination of education and experience.

Special Requirements

Knowledge, Ability and Skill Knowledge: Thorough working knowledge of clerical functions. Working knowledge of City government. Working knowledge of applicable office and financial software applications. Ability: Ability to interact in a positive and effective manner with people. Ability to communicate orally in a clear and concise manner. Ability to receive, understand and execute oral and written instructions. Ability to maintain detailed and accurate records and to prepare written and oral reports. Ability to operate common office equipment at a reasonable rate of speed. Ability to type from office copy at a reasonable rate of speed and accuracy. Skill: Knowledge and demonstrated usage of personal computers, particularly word processing and spreadsheet applications. Excellent employee relations skills and ability to handle multiple tasks. Strong mathematical and spelling skills. Physical and Mental Requirements Minimal physical effort generally required in performing duties often under typical office conditions. Position requires the ability to operate a keyboard and standard office equipment at efficient speed. The employee is frequently required to use hands to finger, handle or feel objects, tools, or controls and to reach with hands and arms. The employee is frequently required to sit, talk and hear. Specific vision requirements include close vision, distance vision, and the ability to adjust focus.