Office Coordinator - Municipal Center

SUMMARY OF POSITION

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Responsible for greeting and directing visitors to the Municipal Center in a friendly, helpful manner, handling incoming calls, answering questions, directing customers to appropriate departments or individuals within the City, receiving payments, preparing receipts, and assisting with clerical duties. Serves as part of the elections team, including a lead role in early voting activities. Coordinates and completes large\-scale records scanning projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES

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Front Desk

• Consistently arrives on time for scheduled shift. Opens and closes front desk accurately in compliance with established procedures.
• In a friendly and positive manner, answers incoming calls and greets visitors to City Hall. Directs calls and visitors to appropriate departments or staff members. Answers routine questions pertaining to City services programs and activities, routes non\-routine problems or concerns to appropriate departments or employees for resolution.
• Sorts and distributes incoming mail and packages and prepares outgoing mail. Coordinates mailing services, such as FedEx, UPS, and couriers.
• Maintains the postage meter and coordinates with Finance to replenish postage balance.
• Ensures front desk coverage for planned absences, including coordinating a lunch break coverage schedule.
• Trains back\-up staff on front desk responsibilities and maintains up\-to\-date documentation on front desk procedures and tasks.

Elections

• Serves as part of the elections team, including leading the early voting team of election judges by answering questions and processing complex applications and registrations.
• Maintains composure and friendliness during interactions with voters and members of the public.
• Provides training and support for temporary election staff.
• Gains proficiency in using the Statewide Voter Registration System (SVRS) and other election software and equipment.
• Assists with the preparation of election supplies.
• Answers voters’ questions regarding voting and troubleshoots precinct phone calls on Election Day.

Clerical

• Coordinates with various City departments to complete large\-scale records scanning projects.
• Provides clerical and administrative support to the Administration Department. Completes assigned projects and tasks within the required deadlines.
• Serves as a back\-up to receive business license and permit applications and routes to appropriate staff.
• Prepares City mailings for various departments. Mails and posts City notices and maintains the City notice board.

Finance

• Receives, opens, sorts, and prepares daily utility payments according to City billing policies and procedures of accuracy and timeliness.
• On a daily basis, receives payments, makes appropriate change, and receipts into the applicable financial software. Balances and prepares daily deposit receipts for various City departments.
• Maintains money drawer and balances on a weekly basis.
• Assists in\-person utility billing customers by answering basic account questions and assisting with using the payment system. Coordinates customer service and responses with utility billing staff.

QUALIFICATIONS

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Minimum Requirements:

• High School diploma or equivalent.
• Two years of direct customer service experience with busy phone and in\-person contact.
• Knowledge of the use of general office equipment, including postage equipment, multi\-function copiers, multi\-line telephones, and scanners.
• Basic level of proficiency with Microsoft Office software programs.
• Knowledge of basic mathematics to successfully balance petty cash, receive payments, make change, balance daily receipts, and comply with City procedures in safe and proper money handling.
• Demonstrated ability to communicate professionally and courteously with callers, visitors, and co\-workers to exchange and convey information.
• Demonstrated ability to be flexible and adapt to changing priorities and assignments in support of multiple City departments.
• Exceptional commitment to attendance and punctuality.
• Demonstrated ability to appropriately handle confidential information and other sensitive data.

Preferred Qualifications:

• Additional years of direct customer service experience with busy phone and in\-person contact.
• Work experience with cash handling, receipting, and balancing.
• Experience working as an election judge or working in an early voting polling place.
• Experience using the Statewide Voter Registration System (SVRS).
• Intermediate or greater level of proficiency with Microsoft Office software programs.
• Experience with managing digital records.
• Work experience in local government.
• Fluently bilingual.

Working Conditions and Physical Requirements:

• Work is performed primarily in a standard office environment that includes exposure to computer screens.
• Primary job functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (25 pounds).
• Operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

ADDITIONAL INFORMATION

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Reports to: City Clerk

Starting Pay Rate: Within stated range, dependent on qualifications.

Schedule: Part\-time, 22\.5 hours per week. This is a job share position with a 7:45 a.m. to 12:15 p.m. shift and a 12:00 p.m. to 4:30 p.m. shift. Regular and reliable in\-office attendance is required. Position is not eligible for remote work. Must be available for occasional schedule changes or additional hours, particularly during election activities.

Other: Offers of employment are contingent on successful result of background investigation.