Administrative Technician II - Planning

NORMAN CITY CLERK; Norman (OK); On-site; USD 32,000 - 45,000; Full time

Job summary

Norman City Clerk is seeking a reliable administrative professional to provide information to the public, route calls, schedule appointments, and manage mail for the Development Center. The role supports planning and permitting tasks, prepares documents, maintains confidential personnel records, and generates routine reports with accuracy.

Candidates should have a high school diploma and 2+ years of office experience; proficiency in Microsoft Office and data entry is essential.

Qualifications

• High school diploma or equivalent and two years of general office experience.
• Experience with general office practices, procedures, and equipment.
• Proficient in Microsoft Office and data entry.

Responsibilities

• Interfaces with the public to provide information about Development Center Services/City of Norman.
• Answers and routes calls; schedules appointments and meetings.
• Manages mail, deliveries, and document processing with confidentiality.
• Prepares correspondence and payroll/ personnel records.
• Maintains filing systems and data entry for routine reports.
• Assists in budget preparation and permit processing as needed.
• May take minutes and coordinate recordings for meetings.

Skills

Typing and data entry

Verbal and written communications

Customer service

Interpersonal

Analytical

Organizing and prioritizing tasks

Filing and recordkeeping systems

Performing calculations

Facility maintenance software

Education

High school diploma or equivalent

Tools

Microsoft Office

Facility maintenance software

Job description

Shift:

8:00 a.m. to 5:00p.m., Monday through Friday (Evening meetings may be required)

Education and Experience:

High school diploma or equivalent. Two years of experience in general office practices, procedures, and equipment or any combination of education, training, and experience which provides the required knowledge, skills, and abilities.

Knowledge:

Administrative and clerical procedures and standard office equipment including computers and Microsoft Office software; record keeping, report preparation and filing methods; basic accounting methods and processes.

Skills:

Typing and data entry; verbal and written communications; customer service; interpersonal, analytical; organizing and prioritizing tasks; filing and recordkeeping systems; performing routine and complex calculations. Ability to learn and use facility maintenance software.

DUTIES AND RESPONSIBILITIES:

Interfaces with the public to assist in providing information about the Development Center Services/City of Norman. Answers and routes calls. Schedules appointments, meetings and/or reservations for staff and the public. Represents the City with professionalism, courteousness and helpfulness. Consistently delivers excellent customer service to all individuals. Assist customers by directing them to the correct office or departments within the organization. Assists in Planning Department as assigned. Responsible for posting agendas as needed in the Development Center.Receives and distributes all mail for the Development Center in accordance with established guidelines and procedures. Carefully, sorts, and routes departmental mail and correspondence to the appropriate personnel or departments promptly and accurately. Manages incoming deliveries to the building, ensuring proper receipt and distribution while adhering to all security and handling protocols.Answers the telephone and screens and routes calls, records and relays messages; provides department information to callers and responds to City staff requests; represents the city in a courteous, tactful, and helpful manner. Prepares and manages correspondence and documents. Prepares and processes personnel and payroll records and maintains confidentiality of same. Maintains filing systems and manual and electronic recordkeeping systems. Reviews and enters data into a computer; maintains statistics and generates routine reports. May assist in the preparation of contract and specification documents.May assist management in preparation of the annual budget. May assist in permit processing by completing permitting/inspection tasks. Possible night meetings and work associated with coordination of recording the meeting, taking notes and compiling minutes. Assist other personnel in performing related duties. Comply with department policies and procedures. Performs related duties as assigned.

WORKING CONDITIONS:

Work is performed in a normal office environment with little or no physical discomforts associated with where there are changes in weather or discomforts associated with noise, dust, dirt, and the like.

Mental and Physical Abilities:

Ability to concentrate and pay close attention to detail. Ability to receive and follow oral and written instructions and to use resourcefulness and tact with City staff contacts. Ability to work independently with minimum supervision.Ability to maintain confidential nature of work. Ability to maintain regular, predictable and punctual attendance.

Additional Information:

Final candidates may undergo spelling and typing skills assessment. Selected applicants must pass background investigation and drug screen.