Part-Time Office Assistant (MCTV)

Summary Provides front line customer service and supports operations for various City departments by performing routine and specialized clerical work, accounting, and record management. Provides various clerical support to departmental staff.

Examples of Job Duties:

The following is intended as a brief description/illustration of the duties, responsibilities, and requirements of this position and are not intended to be all encompassing or all-inclusive. 1. Provides specialized customer service through all forms of contact (phone, email, other written correspondence and face-to-face). Resolves routine complaints independently and refers/follows-up with other parties when necessary. 2. Assists with maintenance of customer accounts such as invoicing, account audits, revenue collection, records management, and delinquent account follow-up. 3. Maintains confidential information, for example, residential accounts. 4. Processes accounts payable activities for the department including receiving and processing invoices and creating purchase orders. 5. Receives and processes specialized items such as bids, quotes, licenses, permits, resident information, and Freedom of Information Act (FOIA) requests. 6. Conducts payroll entry efficiently and accurately for the department. 7. Serves as resource person for office processes, equipment operation, software, and training new employees and co-ops. 8. Performs data entry for specialized reports and programs. 9. May assume responsibility for office operations when assigned during the absence of supervisor. 10. Participates in building security, including opening/closing facilities and assigning building keys. 11. Handles and reconciles cash transactions, including but not limited to petty cash, locked safe contents, reconciling ticket or service fee sales, receiving/processing payments, and preparing deposits. 12. Schedules departmental meetings, events, resources and functions. 13. Creates and proofreads a wide variety of materials and documents, including emails, letters, promotional materials, phone lists, informational packets and instructional documents. 14. Maintains electronic and paper recordkeeping and retention. 15. Records, prepares, and distributes reports, including meeting minutes. 16. Sorts and distributes mail. 17. Facilitates mass mailings including preparation, postage and physical mailing. 18. Completes a variety of projects as assigned, including assisting with accounting/bookkeeping functions, researching assigned topics and assisting with department events. 19. Maintains notary public commission as required by department. 20. Attends trainings, seminars and professional development classes as required. 21. Maintains office supplies inventory, and makes orders to replenish when necessary. 22. Operates office equipment and software to accomplish daily tasks; troubleshoots equipment and software technical issues. 23. Supports core values, mission and goals of the department and the City of Midland. 24. Performs all other duties as assigned.

Required Knowledge, Skills and Abilities:

1. High School Diploma required. Associates degree preferred. 2. One year experience performing administrative work in an organization of similar size and scope. 3. Demonstrated ability to provide excellent customer service including dealing with all socio-economic backgrounds and personalities. 4. Demonstrated proficiency using Microsoft Office with emphasis in Microsoft Word, Excel and Outlook, or other office productivity software as determined by the City. 5. Aptitude to learn and apply a variety of software applications to conduct departmental processes and business. 6. Efficient and accurate keyboard and data entry skills. 7. Ability to make decisions in accordance with regulations and departmental policies and procedures. 8. Ability to prepare effective correspondence on routine matters and perform office management details with only general supervision. 9. Ability to maintain effective working relationships with other employees, City departments, Boards, Commissions and the general public. 10. Ability to maintain confidential information. 11. Knowledge of basic accounting principles and practices. 12. For positions in the Police Department, successful completion of a background investigation is required due to the confidential, sensitive nature of information handled. Incumbents must be able to have access to LEIN at all times while in this position and there must be no information in their background that would deny them LEIN access. 13. Ability to stay organized and balance many conflicting deadlines and unforeseen events. 14. Ability to work well under pressure. 15. Ability to communicate effectively and tactfully both in writing and verbally.