Office Specialist

Hyrum-City-Corporation; Hyrum (UT); On-site; USD 28,000 - 42,000; Full time

Job summary

Hyrum City Corporation is seeking a detail-oriented administrative clerk to provide receptionist and secretarial support, manage minutes, process utility and billing tasks, and handle customer inquiries in a city government setting.

You will assist with building permits, account payments, and delinquent collections while maintaining accurate records in a busy office environment.

Qualifications

• Graduation from high school with general office practice and procedures; plus, one year of specialized training related to above duties.
• Two years of responsible experience performing above or related duties.
• An equivalent combination of education and experience.

Responsibilities

• Answer and screen incoming calls; deliver accurate messages.
• Schedule buildings, parks, and campground use; maintain Civic Center.
• Provide customer service per City policies; handle inquiries and payments.
• Attend and prepare minutes for City Council, Planning Commission, and/or Board of Adjustment meetings.
• Perform misc. accounting and filing tasks; enter payments daily.
• Oversee delinquent parking citations and dog impounds; assist with shut offs; file accounts payable reports.
• Keep office forms stocked; monitor inventory and pricing of supplies.
• Draft various documents for city personnel; assist with building permit procedures.
• Assist with Utility Billing: generate reports, process auto payments, resolve account errors.
• Process utility payments via Xpress BillPay and Caselle; handle payment agreements and shutoffs.
• Process collections data entry and reporting.

Skills

Office practices

Interpersonal communication

PC operations

Accounting basics

Telephone etiquette

Education

High school diploma with office training

One year specialized training

Equivalent education/experience

Tools

Ten-key

Copy machine

Fax machine

Job description

GENERAL PURPOSE

Performs a variety of full performance, routine administrative clerical duties as needed to expedite public access to city administrators and staff. Follows established processes and procedures.

SUPERVISION RECEIVED

Works under general supervision from the Mayor/City Administrator.

SUPERVISION EXERCISED

None.

ESSENTIAL FUNCTIONS

Administrative Support: Responsible for the effective and efficient performance of receptionist/secretarial functions. Answer and screen incoming calls; take and deliver accurate messages. Schedule buildings, parks, and campground for use. Check and clean Civic Center. Resolve citizens' requests and problems, or refer them appropriately. Provide customer service in accordance with established City policies and procedures. Provide various types of customer service including taking payments, copying, researching records, and assisting with inquiries.

Attends and prepares minutes for City Council, Planning Commission, and/or Board of Adjustment Meetings when needed; Responsible for the accurate and efficient performance of miscellaneous accounting and filing functions. Enter payments daily.

Oversee the collection of delinquent parking citations and dog impounds, by writing letters and proceeding with small claims when needed. Assist with shut offs. File accounts payable reports.

Keep office forms stocked. Monitors inventory of office supplies and orders as necessary. Researches supply pricing information.

Types and drafts various documents, as required for city personnel.

Assist with building permit procedures and processes.

Utility Billing Support: Assists in generating and processing of utility and solid waste billings to accomplish various Utility Billing functions. Generate, reports, and work orders. Set up and maintain auto payments. Tack, identify, and resolve account errors and discrepancies with customers. Process utility payments made through Xpress BillPay and Caselle.

Assists in the processing of utility payment agreements and non-payment shutoffs. Process shut-offs and payment agreements in accordance with applicable City policies and standards.

Collections Support: Operates personal computer to enter and retrieve department data, generate reports, create spreadsheet documents.

MINIMUM QUALIFICATIONS

1. Education and Experience:

• A. Graduation from high school with general office practice and procedures; plus, one (1) year of specialized training related to above duties;
• B. Two (2) years of responsible experience performing above or related duties;
• C. An equivalent combination of education and experience.

2. Knowledge, Skills, and Abilities:

• Working knowledge of modern office practices and procedures; of grammar, spelling, and punctuation; of modern filing systems related to alphabetical and numeric files; personal computer operations and various program applications; telephone etiquette, various office machines, i.e. ten-key, copy machine, fax, etc. Some knowledge of administrative procedures; of legal processes associated with the maintenance of public records and documents; interpersonal communication skills, and basic accounting.
• Skill in computer keyboard operations.
• Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions; communicate effectively verbally and in writing; establish and maintain effective working relationships with fellow employees, other agencies of the public; perform general bookkeeping; establish and maintain comprehensive records and files.

3. Work Environment:

Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require variety of physical activities, not generally involving muscular strain, related to walking, standing, stooping, sitting, reaching, lifting. Essential functions generally require communications such as talking, hearing, and seeing. Rapid work speed required to perform keyboard operations. Common eye, hand, finger, leg, and foot dexterity exist. Mental application utilizes memory for details, verbal instructions, emotional stability, guided thinking, and problem solving.