Administrative Services Technician

City of Green River; Green River (WY); On-site; USD 40,000 - 50,000; Full time

Job summary

The City of Green River is seeking an experienced administrative support specialist to assist the Records division of the Police Department under general supervision. The position handles clerical duties, data entry, and public information assistance while ensuring accuracy of records and compliance with procedures.

Responsibilities include preparing reports, managing files and calendars, screening inquiries, coordinating meetings, and providing timely information to staff and the public.

Qualifications

• High school diploma or equivalent with secretarial training.
• Experience in administrative support and records management preferred.
• Strong written and verbal communication required.

Responsibilities

• Perform complex administrative and clerical duties in support of the Records division.
• Prepare routine reports, letters, and spreadsheets, ensuring accuracy and compliance.
• Screen calls, visitors, and mail; respond to inquiries from the public and staff.
• Maintain and organize files, budgets, and department records.
• Coordinate meetings, calendars, and travel as needed.

Skills

Typing 60 wpm

Data entry / recordkeeping

Customer service

Office equipment operation

Education

High school diploma with secretarial training

Tools

Microsoft Office

Word processing

Job description

Under general supervision, performs technical office administrative support work; performs complex technical duties in support of the Records division at the Green River Police Department; and provides detailed information and assistance to the public.

• Reports to the Police Department Operations Specialist, Police Captain and/or Police Chief.
• May exercise technical and functional supervision over other support staff.

The following functions & duties are typical for this position. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address City needs and changing business practices.

Perform a wide variety of responsible and complex administrative and clerical duties in support of the assigned office; relieve management staff of a variety of administrative details.

Plan, organize, and carry out administrative assignments; research, compile, and organize information and data from various sources on a variety of specialized topics related to programs in assigned area.

Participate and assist in the administration of the assigned office; may organize and manage office activities; recommend organizational or procedural changes affecting support activities.

Serve as initial contact/resource person for the assigned office; screen calls, visitors, and mail; respond to complaints and requests for information and assistance; interpret and explain regulations, procedures, policies, systems, rules, and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations, and others; research and gather information to provide accurate answers and information; refer more technical questions or issues to appropriate City staff; ensure follow up to unanswered inquiries.

Type, format, proofread, and produce final copy of a wide variety of reports, letters, memoranda, spreadsheets, and statistical charts; type from rough draft, verbal instruction, or transcribing machine recordings; review drafts for punctuation, spelling, and grammar; make or suggest corrections to drafts; independently compose letters, memoranda, or basic reports from general instructions or information related to assigned responsibilities; arrange for or distribute copies of material.

Provide technical assistance to citizens regarding department policies, procedures, services, and operations.

Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, records, and files.

Initiate and maintain a variety of files and records for information related to the assigned office including official resolutions and ordinances; maintain budget, purchasing, personnel, payroll, and other records to assist in the management or administration of departmental programs; ensure proper filing of documents in departmental or central files; maintain and update resource materials; maintain department's personnel files.

Assist in a variety of department operations; perform special projects and assignments as requested.

Maintain calendars of department activities, meetings, and various events; schedule City staff meetings or meetings between City staff and other groups or organizations; arrange for necessary materials to be available at meetings; coordinate travel arrangements for department staff as necessary.

Serve as administrative support to various committees, commissions, and task forces; prepare, copy, and distribute meeting agendas and related materials, minutes, resolutions, or other formal documents.

Operate a variety of modern office equipment including copiers, computers, word processors, and printers to enter and retrieve data and produce various documents and reports.

Participate in the development, administration, and monitoring of the department's budget.

Receive payments or fees; issue receipts; maintain records of transactions.

Perform related duties and responsibilities as assigned.

Knowledge of:

• Office management principles.
• Modern office procedures, methods, and equipment including computer equipment, word processing methods, techniques, and programs.
• Principles of business letter writing.
• Principles and procedures of recordkeeping.
• Techniques used in public relations.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Principles and practices of fiscal, statistical, and administrative data collection and report preparation.
• Policies and procedures of assigned department.
• City and department financial recordkeeping and budget processes and procedures.
• Pertinent federal, state, and local laws, codes, and regulations.
• Safe driving principles and practices.

Skill to:

• Operate modern office equipment including computer equipment and software.
• Type at a speed of 60 words per minute and enter data at a speed necessary for successful job performance.
• Transcribe recorded minutes.
• Operate a motor vehicle safely.

Ability to:

• Perform responsible and difficult secretarial and administrative work involving the use of independent judgment and personal initiative.
• Schedule and coordinate projects; set priorities; adapt to changing priorities.
• Work cooperatively with other departments, City officials, and outside agencies.
• Respond to requests and inquiries from the general public.
• Compile and maintain complex and extensive records and prepare routine reports.
• Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Interpret and apply the laws, codes, and regulations pertaining to assigned programs and functions.
• Research, compile, and prepare a variety of fiscal, statistical, and administrative reports.
• Analyze situations carefully and adopt effective courses of action.
• Independently prepare correspondence and memoranda.

MINIMUM QUALIFICATIONS

Education:

• A high school diploma or equivalent, supplemented by specialized training in business or secretarial science is required.

Experience:

• Three (3) years of responsible clerical experience is required.

License/Certification:

• Possession of, or ability to obtain, an appropriate, valid driver's license.

Essential duties require the following physical skills and work environment:

Ability to work in a standard office environment including ability to sit, stand, walk, kneel, crouch, stoop, squat, twist and lift 20 lbs.; ability to travel to different sites and locations.

Applicants who are offered employment are required to pass a comprehensive background investigation including fingerprint check, job-related physical exam, drug screening test and driver license check.

The City of Green River is an EEO/ADA employer and a smoke-free workplace per City ordinance.