Cty Clerk Service Specialist I

City Clerk Specialist I
Hiring Salary Range: $17.90-$20.38 DOE
Position Salary Range: $17.90-$23.12
Department: City Clerk’s Office
Reports to (Role): City Clerk
FLSA Status: Non-Exempt
Job Code: 5041
Pay Grade: 14N
Travel Required: None
Position(s) Supervised: None
Revised: March 6, 2024
WE TAKE CARE OF OUR PEOPLE!
The City of Nampa offers competitive benefits and growth opportunities, including the following for full-time positions in City Government Departments:

• Medical
• Dental
• Vision
• PERSI Retirement Plan, with 11.18% employer contribution
• 401k & 457 Retirement Plans
• 11 Paid Holidays
• Paid Time Off (at least four weeks per year)
• Life Insurance with AD&D
• Short-Term Disability
• Long-Term Disability
• Flexible Spending Account
• Employer-Funded HRA VEBA Health Savings
• Wellness Program & Rewards
• Opportunity for student Public Service Loan Forgiveness
• Harward Recreation Center and Golf Membership Discounts

Other Great Benefits!
POSITION SUMMARY:
This is an entry-level position in the City Clerk Specialist series and is a vital point of contact for citizens and city staff and performs a variety of administrative duties, including assisting members of the public, processing business licenses, and accepting passport applications. The work is performed under the general supervision of the City Clerk or designee.
ESSENTIAL FUNCTIONS:

• Processes passport applications on behalf of the U.S. Department of State, including maintaining passport records and acting as an agent to monitor applications for possible cases of fraud, terrorism, or identity theft and report instances to the U.S. Department of State.
• Maintains accurate records of passport appointments, responds to public inquiries about passport processes, conducts inventory and orders supplies of materials necessary for accepting and mailing completed U.S. Passport applications, and may deliver completed passport envelopes to the U.S. Postal Office, when needed.
• Provides clear and accurate information to members of the public by answering general questions and assists in accepting, processing, and issuing various types of business license applications and permits.
• Performs all necessary cash receipting including but not limited to balancing a cash drawer and maintaining accurate transaction records.
• Answers multi-line phone system and provides information or connects callers to appropriate departments.
• Assists in monitoring City Clerk’s Office email account and responds appropriately.
• Distributes incoming U.S. mail and packages for city departments.
• Serves as a Notary Public.
• Organizes, scans, indexes, and classifies active and inactive paper or electronic documents and data for operational files, administrative files, and other files maintained by the city.

ADDITIONAL FUNCTIONS:

• Assists other City Clerk staff on special projects and provides research assistance to city staff when requested.
• May attend meetings, conferences, workshops, and training sessions and review publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas.
• May perform other duties as assigned.

REQUIRED EDUCATION, EXPERIENCE, & LICENSE/CERTIFICATIONS:

• High School Diploma or General Education Degree (GED) required.
• A minimum of two years of experience performing general administration, clerical support, customer service, and cash handling duties in a departmental or operational group or an equivalent combination of education and experience.
• Ability to become a Certified Passport Acceptance Agent through the U.S. State Department within 60 days of hire.
• Ability to obtain a Notary Public for the State of Idaho within one year of employment.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of objectives, programs, policies, and procedures of a municipal clerk's office.
• Knowledge of the City's applicable federal, state, and local laws, codes, ordinances and regulations related to department operations.
• Knowledge of Proper English usage, spelling, grammar and punctuation.
• Knowledge of office administrative practices and procedures and record keeping principles and practices.
• Integrity in the performance of assigned tasks.
• Effective time management skills for prioritizing projects and tasks in order to meet strict deadlines.
• Detail-oriented to prepare and process documents efficiently and accurately.
• Skill in using personal computers and MS Office Suite.
• Skill communicating verbally and in writing.
• Ability to read, comprehend, interpret, explain, and apply department policies and procedures and pertinent federal, state, and local laws, codes, ordinances and regulations, City rules, and policies and procedures to City employees and the general public.
• Ability to maintain professionalism and composure at all times, including stressful situations, and handle disputes and complaints calmly, courteously, and tactfully.
• Ability to evaluate situations, identify problems, and exercise sound independent judgment within established guidelines.
• Ability to demonstrate tact and diplomacy and maintain confidentiality of information.
• Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language; understand and follow oral and/or written policies, procedures, and instructions; use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions; and

prepare and present accurate and reliable reports.

• Ability to work as a member of a team to accomplish department goals.
• Ability to make sound judgments and draw valid conclusions.
• Ability to maintain effective working relationships.

WORK ENVIRONMENT:

• Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions

PHYSICAL DEMANDS:
N (Not Applicable) Activity is not applicable to this position.
O (Occasionally) Position requires this activity up to 33% of the time (0 - 2.5 hours/day)
F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 - 5.5 hours/day)
C (Constantly) Position requires this activity more than 66% of the time (>5.5 hours/day)
Physical Demands Lift/Carry
Stand F 10 pounds or less C
Walk F 11-20 pounds O
Sit F 21-50 pounds O
Manually Manipulate C 51-100 pounds N
Reach Outward F Over 100 pounds N
Reach Above Shoulder O
Climb N Push/Pull
Crawl N 12 pounds or less C
Squat or Kneel O 13-25 pounds O
Bend F 26-40 pounds O
Grasp C 41-100 pounds N
Speak C Over 100 pounds N
ESSENTIAL PHYSICAL ABILITIES:

• Finger Dexterity: Sufficient finger or manual dexterity, with or without reasonable accommodation, to enable the employee to operate a variety of equipment efficiently.
• Speech: Sufficient clarity of speech or other communication ability with or without reasonable accommodation to enable the employee to communicate effectively and convey detailed or important instructions or ideas accurately, loudly, or quickly.
• Hearing: Sufficient clarity of hearing with or without reasonable accommodation to enable the employee to hear average or normal conversations and receive ordinary information.
• Visual Abilities: Sufficient visual acuity or other power of observation with or without accommodation to enable the employee to inspect photos for identity confirmation; to determine the accuracy, neatness and thoroughness of work assigned; to review a wide variety of materials in electronic or hard copy form and perform

activities such as viewing a computer terminal.

• Physical Strength & Personal Mobility: Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, to permit the employee to maneuver and function in and around an office environment.

REASONABLE ACCOMMODATION STATEMENT:
To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. A reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.
EEO STATEMENT:
The City of Nampa is an equal employment opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, national origin, veteran, disability status or any other characteristic protected by federal, state, or local laws.
DISCLAIMER:
The City has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the City reserves the right to change this job description and/or assign tasks for the employee to perform, as the City may deem appropriate.
This position may close prior to the closing date.