Administrative Clerk I - Full Time

City of Santa Fe Springs; Grand Rapids (MI); On-site; USD 70,000 - 110,000; Full time

Job summary

City of Santa Fe Springs seeks an experienced administrative professional to coordinate day-to-day activities, supervise clerical staff, and serve as Recording Secretary to the Planning Commission and other boards. You will prepare agendas, take minutes, manage invoices, and support zoning and public works tasks with confidentiality and professionalism.

Essential duties include multi-tasking under deadlines, using department software, and maintaining filing systems, while delivering excellent

Qualifications

• High school diploma or equivalent.
• Two or more years of experience in an office setting performing administrative duties.
• Thorough knowledge of general office operations and administrative procedures and practices.
• Excellent customer service skills, including responding diplomatically to customer questions and complaints.
• Skill in taking minutes/information, maintaining and updating complex records and documents, compiling and evaluating data and information, and preparing clear and accurate reports.
• Skill in the use of office equipment and technology, including computers, specialized department programs, and other related software, and the ability to master new technologies.
• Ability to communicate effectively and present ideas and concepts orally and in writing.
• Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with employees, City officials, professional contacts, community leaders, the media, and the public.
• Ability to multi-task, problem-solve, and work effectively under stress, within deadlines and changes in work priorities.
• Preferred Knowledge, Skills, and Abilities: Associate’s degree or equivalent.
• Strong knowledge of City services, organizational structure, and general operations to effectively direct and assist the public.
• Knowledge of the structure, policies, procedures, and regulations of department activities.

Responsibilities

• Coordinate and participate in the day-to-day administrative activities of the department; Assigns work, coordinates priorities, schedules meetings, and provides training.
• Greets and assists visitors, and receives screens, and directs phone calls.
• Responds to routine and complex resident and customer inquiries and assists the public with a broad range of department issues and needs.
• Investigates complaints, resolves standard issues independently, and coordinates more complex issues with the department director.
• Serves as the Recording Secretary to the Planning Commission, Zoning Board of Appeals and other boards or committees as assigned.
• Prepares agendas and meeting materials, coordinates and sets up meeting locations, and takes minutes of the meeting activities; Prepares notices and resolutions for distribution as appropriate.
• Prepares invoice requests for the City’s tree program and other miscellaneous billings; Prepares and forwards invoice monies and invoice requests to Treasury for processing; Accepts payments and issues receipts for utility bills, permits, and other receivables.
• Assists with zoning administration activities; Accepts permits, responds to standard zoning and code questions, issues certificates, assists with the completion of forms and applications, prepares documents for approval, and ensures related payments are made.
• Administers department database systems related to building and public works activities; Enters permits, complaints, variances and other data into the system and assigns appropriate staff to follow up.
• Maintains inventory of office supplies and places orders as needed according to established purchasing procedures.
• Prepares documents, forms, and reports.
• Maintains absolute confidentiality of sensitive information, personal data, and matters of policy or decision making.
• Assists in researching and compiling information and preparing responses to Freedom of Information Act (FOIA) and other information requests; works with department director and City Attorney as needed.
• Maintains a comprehensive filing system, including the handling of confidential and highly sensitive documents; Processes information requests according to established procedures.

Skills

Customer service

Minutes taking

Oral & written communication

Report writing

Office software

Education

High school diploma or equivalent

Associate’s degree or equivalent

Tools

Office software

Department programs

Database systems

Job description

Description Under the supervision of the Assistant City Manager, coordinates and participates in the day-to-day administrative activities of the department. Supervises clerical staff, performs routine and complex administrative duties, and serves as the Recording Secretary to the Planning Commission, Zoning Board of Appeals and other committees as assigned.

Description Under the supervision of the Assistant City Manager, coordinates and participates in the day-to-day administrative activities of the department. Supervises clerical staff, performs routine and complex administrative duties, and serves as the Recording Secretary to the Planning Commission, Zoning Board of Appeals and other committees as assigned.

Essential Job Functions

• Coordinates and participates in the day-to-day administrative activities of the department; Assigns work, coordinates priorities, schedules meetings, and provides training
• Greets and assists visitors, and receives screens, and directs phone calls
• Responds to routine and complex resident and customer inquiries and assists the public with a broad range of department issues and needs
• Investigates complaints, resolves standard issues independently, and coordinates more complex issues with the department director
• Serves as the Recording Secretary to the Planning Commission, Zoning Board of Appeals and other boards or committees as assigned
• Prepares agendas and meeting materials, coordinates and sets up meeting locations, and takes minutes of the meeting activities; Prepares notices and resolutions for distribution as appropriate
• Prepares invoice requests for the City’s tree program and other miscellaneous billings; Prepares and forwards invoice monies and invoice requests to Treasury for processing; Accepts payments and issues receipts for utility bills, permits, and other receivables
• Assists with zoning administration activities; Accepts permits, responds to standard zoning and code questions, issues certificates, assists with the completion of forms and applications, prepares documents for approval, and ensures related payments are made.
• Administers department database systems related to building and public works activities; Enters permits, complaints, variances and other data into the system and assigns appropriate staff to follow up
• Maintains inventory of office supplies and places orders as needed according to established purchasing procedures
• Prepares documents, forms, and reports
• Maintains absolute confidentiality of sensitive information, personal data, and matters of policy or decision making.
• Assists in researching and compiling information and preparing responses to Freedom of Information Act (FOIA) and other information requests; works with department director and City Attorney as needed
• Maintains a comprehensive filing system, including the handling of confidential and highly sensitive documents; Processes information requests according to established procedures

Knowledge, Skills, And Abilities

• High school diploma or equivalent
• Two or more years of experience in an office setting performing administrative duties
• Thorough knowledge of general office operations and administrative procedures and practices
• Excellent customer service skills, including responding diplomatically to customer questions and complaints
• Skill in taking minutes/information, maintaining and updating complex records and documents, compiling and evaluating data and information, and preparing clear and accurate reports
• Skill in the use of office equipment and technology, including computers, specialized department programs, and other related software, and the ability to master new technologies
• Ability to communicate effectively and present ideas and concepts orally and in writing
• Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with employees, City officials, professional contacts, community leaders, the media, and the public
• Ability to multi-task, problem-solve, and work effectively under stress, within deadlines and changes in work priorities
• Preferred Knowledge, Skills, and Abilities:
  • Associate’s degree or equivalent
  • Strong knowledge of City services, organizational structure, and general operations to effectively direct and assist the public
  • Knowledge of the structure, policies, procedures, and regulations of department activities

For benefit information, refer to the detailed summary: https://www.eastgr.org/DocumentCenter/View/3047/BenefitsSummary-CityClerk.