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NEOGOV · 4 days ago

Administrative Support Specialist - Clerk's Office

Appleton, WI

Full-time

Onsite

Mid Level

$21.88/hr - $26.26/hr

3+ years exp

The City of Appleton is seeking an Administrative Support Specialist for their Legal and Administrative Services Department. This role involves performing a variety of clerical tasks, managing licensing processes, and providing customer service at the front reception counter.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Performs a variety of licensing processes for over 20 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

Processes all internal and external mail including collecting, sorting, distributing and processing outgoing daily mail; coordinating bulk mailings; and maintaining adequate supplies

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; coordinates and completes final Special Event invoice; Attends Special Events Committee meetings

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

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

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 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

Qualification

License/Permit ProcessesMicrocomputer SoftwareCustomer ServiceU.S. Postage RegulationsOrganizational SkillsTeam OrientationCommunication SkillsProblem SolvingAdaptabilityAttention to Detail

Required

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