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SalaryPosition Description
Reporting to the Assistant Finance Director, the Office Support I is an in-office position responsible for providing front-line customer service to individuals calling or visiting City Hall and providing general administrative support for the Finance Department and City Clerk’s office.
The hours are 8:00am to 4:30pm, Monday through Friday. This position is stationed at the main City Hall reception area and is not open to flexible scheduling or remote work.
The hiring range for this position is: $27.47 - $29.08/hr. depending on qualifications (for internal applicants, consideration will be given to current pay). This is a full-time, hourly position with benefits, in the AFSCME union.
Essential Job Functions
Performs general receptionist and customer service duties including:
o Greets and welcomes visitors to City Hall. Answers incoming phone calls and emails.
o Provides general information and/or directs individuals to appropriate offices/person(s).
o Maintains postage meter and supplies.
o Stamps outgoing mail and delivers incoming mail to different departments.
o Answers questions about utility payments such as due dates, current balances, etc.
Provides general administrative support to the Finance Department, including:
o Processes utility bill payments. Receives payments in person, mail, or bill pay on the computer. Keys and enters payments into finance system.
o Responsible for the review, decisioning, and reconciliation of electronically deposited checks within the city’s banking system, in accordance with established procedures.
o Receives, processes, and applies accounts receivable payments for various licenses, permits and fees. Codes payments and generates end of month reports.
o Prepares daily deposits into general ledger. Completes end of day reports; balances and reconciles all daily monies taken in.
o Reviews outgoing accounts payable payments against check register, then distributes and mails.
o Coordinates records retention and data practices compliance for the Finance Department.
Assists the City Clerk’s office by:
o Providing licensing intake; helping residents and business owners in completing the application process(es).
o Assisting with elections by answering voter inquiries, mailing absentee ballots, ordering and packing election supplies, and assisting with election night returns.
o Assisting in the organization and maintenance of electronic data and records, including document imaging, to ensure adherence to the City’s records retention schedule.
o Updating and maintaining departmental files, records, databases and filing systems.
Performs other related duties as apparent or assigned.
Qualifications
Minimum Qualifications:
Requires a high school diploma or equivalent and 3 years’ related experience in Office Support or receptionist work, OR an Associate’s degree and 1 year of related experience, OR an equivalent combination of education and experience demonstrating an ability to perform the essential functions of the position.
Desirable Qualifications:
Previous municipal government customer service experience, particularly related to utility bills.
Knowledge of the Minnesota Government Data Practices Act.
Ability to speak Spanish or other language(s) present within the community, at a conversational level or better.
Supplemental Information
- Consistently positive and professional customer service and interpersonal skills.
- Ability to communicate effectively, both verbally and in writing.
- Effective organizational skills, attention to detail and ability to prioritize under moderate supervision.
- Intermediate or better skills with Microsoft Office software, such as Word, Excel, Outlook and PowerPoint.
- Ability to effectively operate standard office equipment, such as computers, phones, copiers and postage machines.
- Ability to establish and maintain effective working relationships with fellow employees, supervisors, and elected officials.
- Ability to understand and consistently apply and follow City policies and procedures.
- Knowledge of specialized departmental software/applications.
Work Environment:
Duties are performed primarily in a City office setting or in situations where there are minimal hazards and risks associated with the performance of assigned responsibilities.
Physical Job Requirements:
Employee is frequently using hands and fingers dexterously to handle or feel, sit, walk, stand; constantly talk, hear and listen; on occasion reach with hands and arms stoop, kneel and/or crouch, climb, and balance in the performance of the job. Exerting up to 25 lbs. pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects.
Health Insurance, Vacation pay, Holiday pay, Life insurance and flexible spending accounts.
