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.
The Clerk I performs a variety of routine administrative, clerical, and customer service duties in support of the City's daily operations. This position serves as an important point of contact for residents, visitors, vendors, and other members of the public and is responsible for providing professional, courteous, and timely assistance. The Clerk I is expected to maintain accurate records, assist with data entry and document preparation, answer and direct telephone calls, prepare public-facing materials, and perform general office duties. The successful candidate will be organized, dependable, detail-oriented, comfortable working with computers, and able to manage multiple tasks while maintaining a high level of customer service.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties are representative of the position and are not intended to be an exhaustive list: Greet residents, visitors, vendors, and other members of the public in a professional, courteous, and welcoming manner. Operate and monitor the front window and assist with the City's day-to-day office operations. Assist residents with water bill payments, including accepting and processing payments, providing payment information, and directing residents to appropriate resources regarding their utility accounts. Answer a multi-line telephone system, accurately direct calls, and take and relay messages. Respond to routine questions and inquiries from the public in person, by telephone, and by email, referring matters to the appropriate employee or department when necessary. Perform data entry and maintain accurate and organized electronic and physical records. Assist with filing, scanning, copying, document organization, and records maintenance. Assist in creating public-facing materials using programs such as Microsoft Office, Canva, Adobe Acrobat, or other applicable software. Utilize Microsoft Office Suite, Google Workspace, and other computer applications as necessary to perform assigned duties. Receive, sort, distribute, and prepare outgoing mail and other correspondence. Assist other City departments and staff with routine clerical and administrative tasks. Maintain confidentiality of sensitive or non-public information encountered during the course of employment. Perform other related duties as assigned.
MINIMUM QUALIFICATIONS
Education and Experience High school diploma or equivalent required. Prior office, administrative, clerical, or receptionist experience is preferred but not required. Municipal government experience is preferred but not required. Any combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Proficiency with computers and common office technology. Working knowledge of Microsoft Office Suite, including Word, Excel, and PowerPoint. Ability to learn and utilize City-specific software and systems. Strong organizational skills and attention to detail. Professional telephone etiquette and strong customer service skills. Ability to communicate effectively and courteously with members of the public, City employees, elected officials, vendors, and other individuals. Ability to prioritize assignments and manage multiple responsibilities. Ability to work independently while also functioning effectively as part of a team. Ability to maintain accurate records and handle confidential information appropriately. Ability to exercise good judgment and refer questions or issues to the appropriate supervisor or department. Ability to establish and maintain effective working relationships with coworkers and the public.
PREFERRED SKILLS
The following skills and experience are desirable but are not required: Experience with Canva or similar graphic design software. Experience with Adobe Acrobat. Experience using artificial intelligence tools such as ChatGPT for appropriate workplace tasks. Previous experience working in a municipal or governmental office.
WORK ENVIRONMENT
The Clerk I primarily works in an office environment and routinely interacts with members of the public and City employees. The position requires frequent use of a computer, telephone, copier, scanner, and other standard office equipment. The employee may occasionally be required to attend meetings, assist with City events or activities, or perform duties outside of the normal office environment.
PHYSICAL REQUIREMENTS
The position requires the ability to sit, stand, walk, communicate effectively, and operate standard office equipment for extended periods. The employee may occasionally be required to lift or move office materials and supplies weighing up to approximately 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
DISCLAIMER
This job description is intended to describe the general nature and level of work performed by an employee in this position. It is not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, or abilities required. Duties and responsibilities may be modified, assigned, or reassigned as necessary to meet the operational needs of the City. The City of Quanah is an equal opportunity employer.
Pay:
From $14.00 per hour
Benefits:
401(k) matching Employee assistance program Health insurance Life insurance Paid time off
