Senior Office Specialist - City Clerk

City of Edmonds•Edmonds City Hall, WA

5d•Onsite

About The Position

Under general supervision, performs a variety of specialized clerical and technical duties in an assigned area of office; provides information and assistance to others as required. Serves as the first point of contact for citizens, visitors, and interested parties, representing the agency with professionalism, integrity, and respect.

Requirements

High School Diploma/GED Certificate
Two years of office or administrative support that includes demonstrated experience providing customer-focused service.
An equivalent combination of education, training and experience which allows the incumbent to successfully perform the essential functions of the position may also be considered.
A criminal background check is required following a verbal offer of employment.

Responsibilities

Provides primary coverage of City Hall reception including opening and/or closing City Hall main entry doors, greeting visitors promptly and courteously, ensuring a welcoming and inclusive environment for individuals of diverse backgrounds.
Provides clear, accurate information regarding City services, programs, policies, and procedures in person or on the telephone.
Oversees visitor sign in, notifying staff of arrivals, and directing individuals to the appropriate office or department, provides elevator access to appropriate floor.
Receiving incoming deliveries, notifying staff of arrivals; coordinating outgoing shipments and courier pickups.
Performs duties and manages tasks efficiently with minimal supervision. Demonstrates initiative in handling responsibilities, prioritizing work, and resolving routine issues.
Develops, prepares and maintains records, inventories, lists, logs and files related to office activities, customer service and other data specific to the assignment.
Processes and routes all incoming and outgoing city mail, interdepartmental mail, and packages; monitors the postage machine funds.
Composes, prepares and types a variety of correspondence, memos, reports and other materials and proofreads materials to assure accuracy and completeness.
Receives, processes and monitors orders, fees, invoices, parking permits, refunds and other materials according to established procedures; communicates with accounting personnel as needed; prepares receipts and deposits as appropriate.
Supports the processing of business license applications including new licenses, renewals, delinquencies, and follow up with applicants as needed; supports maintaining the business license database and may provide reports as scheduled/requested.
Assists Fleet Division by processing vehicle titles for new purchases and surplused vehicles; submits required paperwork to the City Clerk and maintains accurate records.
Maintains documents/records in accordance with the retention requirements published by the Washington State Archives.
Coordinates purchase of office supplies, equipment and other expenditures for the City Clerk’s office; receives invoices and processes department’s accounts payable.
Performs other related duties as assigned that are within the scope of this position classification.