An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
SUMMARY Serves as administrative assistant to the City Treasurer. Responsible for the overall administrative organization and daily operations of the Finance Department. Performs cash receipting for the Front Desk. Must possess strong customer service skills as they are responsible for greeting and assisting in-person visitors, accepting/directing phone calls incoming to the City phone lines. Additionally, this position will collect money and answer questions. Other duties include scheduling meetings.
KNOWLEDGE REQUIREMENTS KNOWLEDGE ESSENTIAL IMPORTANT
Knowledge of principles and practices of effective customer service and customer-oriented telephone etiquette R Knowledge of office administrative practices and procedures, including file and document management procedures and practices R Knowledge of systems such as word processing, managing files and records, and other office procedures and terminology R Knowledge of spelling, grammar, and punctuation R Knowledge of principles and processes for providing customer service and personal services R Knowledge of City organization and basic information regarding ordinances, rules, policies, procedures applicable to areas of assigned responsibility R Knowledge of Advanced uses of word processing, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data
R REQUIRED ABILITIES REQUIREMENTS ABILITY ESSENTIAL IMPORTANT
Act independently R Attend to details R Communicate verbally R Communicate in writing R Concentrate R Initiate R Multi-task R Analyze situations R Empathize R Identify problems R Manage pressure/stress R Motivate R Organize R Problem-solve R Think creatively
R REQUIRED SKILLS REQUIREMENTS SKILL ESSENTIAL IMPORTANT
Actively listen to fully understand circumstances R Focus on details to reduce errors and increase efficiency R Manage time effectively to ensure all work is completed timely and effectively R Organize work to maximize productivity R Plan work projects to ensure efficiency R Collaborate with others to maximize innovation and effectiveness R Communicate ideas, thoughts, knowledge and information to foster clarity and engage others R Resolve conflicts to facilitate goal achievement R Use empathy to understand the point of view of others
R SUPERVISORY RESPONSIBILITIES
None
REPORTS TO
City Treasurer; limited supervision by the Treasury Services Coordinator
ESSENTIAL JOB FUNCTIONS
[ The fundamental job duties the individual must be able to perform, with or without accommodation; removal of these functions would fundamentally change the job ] Answers phone, redirects incoming calls as necessary, and processes incoming and outgoing mail. Types, proofreads, and edits the content of documents. Prepares, updates, and maintains departmental forms, including digital filing. Must maintain records in accordance with overall City record retention requirements. Provides ongoing support to departmental staff for sourcing, purchasing, scheduling, reporting, and data entry. Works extensively with BS&A software for tax and accounts receivable purposes. Collects money and answers questions regarding general city accounts receivable, taxes, utility billing and recreation invoicing. Issues cash receipts for payments at the front counter of City Hall. Performs miscellaneous accounting and bookkeeping support as needed. Will be cross trained on utility billing functions and serve as a backup in the event of the absence of the Treasury Services Coordinator. Performs cash reconciliations as directed. Performs other remittances or provides accounts payable support as directed. May serve as a liaison or recording secretary to various City boards or commissions. Responsible for office opening and/or closing duties. Regular and routine onsite attendance.
SUPPLEMENTAL FUNCTIONS
[ These are job duties the individual must be able to perform, with or without accommodation; removal of these functions would NOT fundamentally change the job ] All other duties as assigned
PHYSICAL DEMANDS CONSTANT
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Sitting R Standing R Walking R Grasping/Finger Manipulation R Reaching R Lifting R Carrying R Pushing R Pulling R Ascending/Descending Stairs
R WORK ENVIRONMENT CONSTANT
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Exposed to continual, multiple distractions R Indoor Environments
R EQUIPMENT CONSTANT
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Phones R Computer/Laptop R Monitors R Copiers/Printers R Scanners
R SOFTWARE CONSTANT
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Financial Systems R Office Products R Payroll/Human Resources R Candidates may apply directly through the City's website, or submit resume and cover letter to HRmanager@salinemi.gov. Position remains open until filled. The City of Saline is an equal opportunity employer.
