What are the responsibilities and job description for the Admin Support Specialist - Clerks Office position at City of Appleton Wisconsin?
JOB REQUIREMENTS: ESSENTIAL JOB FUCTIONS Performs a variety of licensing
processes for over 20 types of City licenses/permits - all phases
including initial application, computing fees, taking pictures, and
processing, forwarding to approving departments, Safety and Licensing
Committee and the Common Council, entering information into database for
respective recording, tracking and creating license. Processes cash
receipt transactions, daily post and balance. Maintains detailed record
of all licenses and permits. Develops Safety and Licensing Committee
Agenda within Legistar document management system, coordinates all
information with the Committee Chairperson, the City Clerk, the City
Attorney\'s Office, and Police and Fire Departments. Answers telephone
as Clerk Department\'s primary telephone customer service representative
and acts as the Information Center on behalf of the City for all
inquiries; responds and/or routes calls to appropriate individuals.
Greets all sixth-floor walk-in traffic, responds to inquiries. Processes
all internal and external mail including collecting, sorting,
distributing and processing outgoing daily mail; coordinating bulk
mailings; and maintaining adequate supplies. Provides high volume/large
photocopy job functions for City departments including prioritizing,
scheduling and planning copy jobs based on work orders received and
notifying by email when the work is completed. Processes and routes all
special events applications; coordinates and completes final Special
Event invoice; Attends Special Events Committee meetings. Operates and
maintains various mail/copy center equipment including, but not limited
to, the mail meter and postage machine, multiple photocopy machines,
folding and stuffing machines, punch and binding machines, UPS manifest
system and printer, and ID printer and camera. Coordinates UPS services
to and from the City including weighing, printing invoices, and sending
packages, accepting incoming UPS packages and contacting/delivering to
respective departments. Monitors compliance with Mail/Copy Services
Manual. Prepares and maintains weekly Schedule of Meetings to Legistar
system and City website. Prepares the monthly calendar of meetings and
coordinates the requests for room reservations. Assists with election
duties in the WISVOTE election database, while maintaining
confidentiality - registering voters, maintaining voter records,
assisting absentee voters in the office, and entering, mailing, and
returning absentee ballots. Maintains and coordinates bidder\'s proof of
responsibility list of pre-qualified bidders. Composes and types
correspondence when necessary including certified mail. Compiles data
for performance measures for budgeting purposes.
Coordinates/schedules/issues City of Appleton employee ID badges. Posts
agendas, reports and minutes of all meetings. Maintains regular punctual
and predictable attendance, works overtime and extra hours as required.
OTHER JOB FUNCTIONS Coordinates Maintenance And Repair Of Equipment
located in mail/copy center. Orders and coordinates inventories and
purchases of copy paper, supplies for all equipment and services located
in the mail/copy center, supplies for office, and envelopes for the
City. Provides backup for other clerical staff. Assists with special
projects as requested. Trains temporary help to perform mail/copy
duties. Compiles and maintains detailed data for UPS shipments, copy
counts and postage for each department for budget purposes. Notifies
general public of special office hours and elections. \*\*\*\*\* OTHER
EXPERIENCE AND QUALIFICATIONS: This position requires three years\'
experience in general clerical work; graduation from high school plus
additional training of at least one year of college, business, or
technical school (including or supplemented by courses in typing,
computer use, office practices and clerical subjects), or any equivalent
combinati n of experience and training. \*\*\*\*\* APPLICATION
INSTRUCTIONS: Apply Online:
https://www.governmentjobs.com/careers/appletonwi
processes for over 20 types of City licenses/permits - all phases
including initial application, computing fees, taking pictures, and
processing, forwarding to approving departments, Safety and Licensing
Committee and the Common Council, entering information into database for
respective recording, tracking and creating license. Processes cash
receipt transactions, daily post and balance. Maintains detailed record
of all licenses and permits. Develops Safety and Licensing Committee
Agenda within Legistar document management system, coordinates all
information with the Committee Chairperson, the City Clerk, the City
Attorney\'s Office, and Police and Fire Departments. Answers telephone
as Clerk Department\'s primary telephone customer service representative
and acts as the Information Center on behalf of the City for all
inquiries; responds and/or routes calls to appropriate individuals.
Greets all sixth-floor walk-in traffic, responds to inquiries. Processes
all internal and external mail including collecting, sorting,
distributing and processing outgoing daily mail; coordinating bulk
mailings; and maintaining adequate supplies. Provides high volume/large
photocopy job functions for City departments including prioritizing,
scheduling and planning copy jobs based on work orders received and
notifying by email when the work is completed. Processes and routes all
special events applications; coordinates and completes final Special
Event invoice; Attends Special Events Committee meetings. Operates and
maintains various mail/copy center equipment including, but not limited
to, the mail meter and postage machine, multiple photocopy machines,
folding and stuffing machines, punch and binding machines, UPS manifest
system and printer, and ID printer and camera. Coordinates UPS services
to and from the City including weighing, printing invoices, and sending
packages, accepting incoming UPS packages and contacting/delivering to
respective departments. Monitors compliance with Mail/Copy Services
Manual. Prepares and maintains weekly Schedule of Meetings to Legistar
system and City website. Prepares the monthly calendar of meetings and
coordinates the requests for room reservations. Assists with election
duties in the WISVOTE election database, while maintaining
confidentiality - registering voters, maintaining voter records,
assisting absentee voters in the office, and entering, mailing, and
returning absentee ballots. Maintains and coordinates bidder\'s proof of
responsibility list of pre-qualified bidders. Composes and types
correspondence when necessary including certified mail. Compiles data
for performance measures for budgeting purposes.
Coordinates/schedules/issues City of Appleton employee ID badges. Posts
agendas, reports and minutes of all meetings. Maintains regular punctual
and predictable attendance, works overtime and extra hours as required.
OTHER JOB FUNCTIONS Coordinates Maintenance And Repair Of Equipment
located in mail/copy center. Orders and coordinates inventories and
purchases of copy paper, supplies for all equipment and services located
in the mail/copy center, supplies for office, and envelopes for the
City. Provides backup for other clerical staff. Assists with special
projects as requested. Trains temporary help to perform mail/copy
duties. Compiles and maintains detailed data for UPS shipments, copy
counts and postage for each department for budget purposes. Notifies
general public of special office hours and elections. \*\*\*\*\* OTHER
EXPERIENCE AND QUALIFICATIONS: This position requires three years\'
experience in general clerical work; graduation from high school plus
additional training of at least one year of college, business, or
technical school (including or supplemented by courses in typing,
computer use, office practices and clerical subjects), or any equivalent
combinati n of experience and training. \*\*\*\*\* APPLICATION
INSTRUCTIONS: Apply Online:
https://www.governmentjobs.com/careers/appletonwi