Office Support Specialist

• Performs a variety of clerical and customer service duties by providing administrative support to the Department staff, and assisting in the administration of the standard operating policies and procedures of the department.
• Uses customer service skills to establish and maintain effective working relationships with other employees, officials, and all members of the general public.
• Operates computer to facilitate letters, reports, memos, invoices, purchase orders, credit card settlements, and other documents as directed.
• Prepares and maintains various Department reports; compiles daily, monthly, and annual statistics.
• Maintains Department files, and assists in researching information from the files.
• Opens, sorts, and distributes incoming mail.
• Answers and screens incoming calls, and takes messages for all staff members.
• Greets visitors at the office and directs them to the appropriate staff member.
• Performs data entry on the computer.
• Makes copies as needed.
• Performs all other related duties as assigned.
• For Animal Care Center, the following additional duties are required:
  • Work collaboratively with the Animal Care Technician team to provide excellent customer service during all pets and potential adopters introductions 
  • Greeting all customers and assisting with the new online customer tracking database
  • Answer phone calls and assist the public with a friendly, helpful demeanor
  • Learn and utilize shelter database software
  • Reviewing applications, counseling, processing adoptions and educating adopters about their pet’s needs
  • Scheduling all spay and neuter appointments for animals in the shelter and calling for appointment reminders
  • Assist with morning cleaning/decluttering of offices, break room, and hallways
  • Process all Home-to-Home submissions including follow-up phone calls and emails
  • Follow-up on all adoptions and assist the adopters as needed
  • Submit Science Diet weekly and monthly reports
  • Responding to assigned email inbox(es)
  • Maintain personal appearance and behavior that meets the expectations of LCAC’s mission, values, and relationship with the community, including clients, volunteers, employees, supporters, and animals
  • Provide support in other areas or collective tasks as needed
  • Conduct any related tasks as assigned by the department manager
  • Must demonstrate a positive and cooperative attitude toward all staff and citizens
  • Must be able to work a flexible schedule, including holidays and weekends
• For Parks Recreation, the following additional duties are required:
  • Assign and coordinate facility and park rental reservations
  • Prepare schedules for weekly events and programs
  • Responsible for processing all facility rental contracts and coordinating schedules for key staff members
  • Serve as liaison to the Athletic Sports Organizations, coordinating facility use schedules and ensuring all contracts are completed and up to date
  • Coordinate all 501 c 3 non-profit events and rentals
  • Coordinates all rentals and programs before, during and after each event.  Serves as point of contact for all on-site staff at Hometown Heroes Park and at off-site parks and facilities as needed for questions or concerns
• For Streets, Stormwater and Traffic, the following additional duties are required:
  • Answer phones, route calls and/or take messages
  • Maintain the 311 CivicPlus Database
  • Maintain Daily Call Log 
  • Maintain Contractor Sidewalk Repair List
  • Maintain In House Sidewalk & Curb Repair List
  • Maintain Streetlight Correspondence/Spreadsheet
  • Process Purchase Cards statements
  • Create and Close Code Enforcement Work Orders for Vegetation and Rapid Response
  • Work with Uniform Contractor to ensure employee uniforms and cleaned and returned weekly
  • Enter Department Monthly Performance Measures on Spreadsheet
  • Set Up Interviews and Create Interview Packets for Potential New Employees
  • Maintain Supervisor Weekly Goals Bulletin
  • Scan Street Department and Stormwater Department Daily Work Orders/Vehicle Sheets
  • Work Hazardous Waste Events twice a year as part of the trash contract
  • Liaison for Trash Complaints from Residents
  • Complete various tasks that arise

• High School Diploma or GED. 
• At least six months experience in customer service and performing administrative duties.

• Microsoft Windows and Microsoft Office software.

• Follow verbal and written instructions.
• Communicate effectively verbally and in writing.
• Maintain confidential information.
• establish and maintain working relationships with Department co-workers, other City employees, and the public

Salary : $19 - $27