Office Specialist

Hyrum City • Hyrum, UT

5d • $16 - $18 • Onsite

About The Position

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. Works under general supervision from the Mayor/City Administrator. 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. 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. Operates personal computer to enter and retrieve department data, generate reports, create spreadsheet documents.

Requirements

• Graduation from high school with general office practice and procedures.
• One (1) year of specialized training related to above duties.
• Two (2) years of responsible experience performing above or related duties.
• An equivalent combination of education and experience.
• Working knowledge of modern office practices and procedures.
• Working knowledge of grammar, spelling, and punctuation.
• Working knowledge of modern filing systems related to alphabetical and numeric files.
• Working knowledge of personal computer operations and various program applications.
• Working knowledge of telephone etiquette.
• Working knowledge of various office machines, i.e. ten-key, copy machine, fax, etc.
• Some knowledge of administrative procedures.
• Some knowledge of legal processes associated with the maintenance of public records and documents.
• Interpersonal communication skills.
• Basic accounting skills.
• Skill in computer keyboard operations.
• Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions.
• Ability to communicate effectively verbally and in writing.
• Ability to establish and maintain effective working relationships with fellow employees, other agencies of the public.
• Ability to perform general bookkeeping.
• Ability to establish and maintain comprehensive records and files.

Responsibilities

• Performs receptionist/secretarial functions.
• Answers and screens incoming calls, takes and delivers messages.
• Schedules buildings, parks, and campgrounds for use.
• Checks and cleans the Civic Center.
• Resolves citizen requests and problems, or refers them appropriately.
• Provides 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.
• Performs miscellaneous accounting and filing functions.
• Enters payments daily.
• Oversees the collection of delinquent parking citations and dog impounds.
• Assists with shut-offs.
• Files accounts payable reports.
• Keeps office forms stocked.
• Monitors inventory of office supplies and orders as necessary.
• Researches supply pricing information.
• Types and drafts various documents for city personnel.
• Assists with building permit procedures and processes.
• Generates and processes utility and solid waste billings.
• Generates reports and work orders.
• Sets up and maintains auto payments.
• Identifies and resolves account errors and discrepancies with customers.
• Processes utility payments made through Xpress BillPay and Caselle.
• Processes utility payment agreements and non-payment shutoffs.
• Operates personal computer to enter and retrieve department data, generate reports, and create spreadsheet documents.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED