What are the responsibilities and job description for the Public Services Coordinator position at City of Kalamazoo, MI?
Performs general administrative, varied and specialized secretarial and technical duties for the Public Services Department.
The employee in this classification will provide customer assistance via various outlets (phone, in-person and internet) and secretarial and related cashiering duties. The employee will initiate, maintain, and assure facilitation of many aspects of varied complex and technical recordkeeping functions for the Public Services Department and performs related work as required.
Examples of Duties
This is varied secretarial, customer service, data entry and record keeping position with work including many aspects within the Department of Public Services. Employees perform a wide variety of complex tasks which require the application of independent judgment, accuracy and timeliness. Job duties may include but are not limited to:
- Providing clerical and administrative support to the Department and staff including meeting minutes, agendas, correspondence, reports, posting meeting notices, press releases and mailings, organizing and maintaining files, and other documents as needed.
- Additional responsibilities include assisting the public on the phone and/or at the front counter; receiving cash payments, check payments and credit card payments, and accounts for all payment receipts and balances accounts daily.
- Updates a wide variety of Public Services records to ensure accuracy and completeness, assists in preparing, updating and scanning files to asset (i.e., homes, hydrants, gate valves), creates new service installation assets per residence address, processes permit applications.
- Assists citizens with questions, maintains detailed computerized files and records, and tracks progress through various data bases, schedules appointments, types of correspondence, miscellaneous forms, reports, and statistical data.
- Proofreads data entries and documents for accuracy; operates various offices machines and computers including several computer software.
- Maintains the central files; sorts and distributes the daily mail.
- Monitors and replenishes office supplies.
- Handles correspondence in a confidential manner; attending meetings and preparing meeting minutes when needed; and performing related work as required.
- Schedules and coordinates meetings, lunches, public events, and communications for the Public Services Department and other related duties as assigned.
Essential Qualifications
- Good knowledge of Public Services operations, and some engineering terminology. Considerable knowledge of business English, spelling, punctuation, and arithmetic.
- Good knowledge of office practices, procedures, working skill in Microsoft Office Suite software and ability to learn additional computerized software as needed or required.
- Considerable skill in the input and retrieval of formatted data and in preparing reports and documents; strong typing skills.
- Ability to rapidly acquire knowledge of municipal policies and procedures particularly engineering and field services terminology, and to apply this knowledge to work situations.
- Ability to lift 35 – 40 pounds occasionally.
- Ability to understand, initiate, and carry out complex oral and written instruction.
- Good communication and interpersonal skills with customers and staff.
Possession of a valid vehicle operator's license issued by the State of Michigan.
Acceptable Training and Experience
- Completion of coursework in secretarial science, business practices and computers, including at least five years' experience in secretarial-record-keeping or general office work.
- Skilled in typing and computer data entry,
- High School Diploma: or any equivalent combination of experience and training which provides the essential knowledge, skills, and abilities.
The City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged. Studies have shown that women and people of color, are less likely to apply for jobs unless they meet all of the qualifications listed. The City of Kalamazoo is most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background. If you have transferable experience, please tell us about it. This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.
The City of Kalamazoo offers competitive benefits including health, dental, and vision insurance, flexible spending accounts, group life insurance, long and short-term disability, paid time off, a defined benefits pension plan, a 457 deferred compensation plan, and a retirement health care savings plan (HCSP). Benefits vary based on the bargaining unit of a position.
The City of Kalamazoo also operates a convenient health clinic that is open to employees, retirees, and their families and provides routine medical services and prescriptions.
The benefits for this position are negotiated between the City of Kalamazoo and the Kalamazoo Municipal Employees Association (KMEA)
For a summary of City of Kalamazoo benefits in KMEA positions, please visit our website: www.kalamazoocity.org/benefits
Please note: these benefits are subject to change.