Administrative Services Specialist

The Administrative Services Specialist performs a combination of utility billing, permitting support, and front-desk reception duties for the City. This position processes stormwater and solid waste utility accounts, issues permits in accordance with City policies, and serves as the primary point of contact for residents, contractors, and visitors. The role requires strong customer service skills, attention to detail, and the ability to apply City procedures consistently.Utility Billing (Stormwater & Solid Waste)

• Prepare, process, and issue utility bills for stormwater and solid waste services.
• Maintain accurate customer account records, including service changes, billing adjustments, ownership updates, and payment applications.
• Respond to inquiries regarding billing, rates, fees, delinquencies, and service concerns.
• Coordinate with Public Service and Finance staff to resolve discrepancies or service-related issues.
• Process payments received in person, by mail, and electronically, ensuring accurate entry and reconciliation.
• Monitor delinquent accounts and generate notices for non-payment.
  
  

Permitting

• Serve as the initial point of contact for all permitting activities, including zoning, driveway, right-of-way, development and other applicable permits.
• Review permit applications for completeness and compliance with basic submittal requirements.
• Enter permit data into the iWorQ and maintain accurate records throughout the permit lifecycle.
• Collect fees, issue receipts, and coordinate routing of applications to appropriate departments for review.
• Assist with preparing zoning board and code enforcement notices.
• Provide status updates to applicants, contractors, and internal staff.
• Process and issue approved garage sale, block/parade, and park permits.
• Maintain organized permit files and records.
  
  

Violation Processing

• Prepare, issue, and track invoices for code enforcement violations, ensuring accuracy, proper documentation, and compliance with applicable ordinances.
• Review and verify violation case information prior to invoicing and maintain updated records on fines, payments, and outstanding balances.
• Receive, log, and enter complaints for Public Service and Community Development into iWorQ, ensuring complete and accurate information.
  
  

Front Desk & Administrative SupportKnowledge, Skills, and Abilities

• Serve as one of the two primary receptionists for City Hall, greeting visitors and directing them to appropriate staff or departments.
• Answer incoming calls and respond to general inquiries about City services, policies, and events.
• Distribute mail and perform routine administrative tasks.
• Assist with scheduling, , data entry, filing, and other clerical duties as needed.
• Scanning and organizing paper and electronic records and drawings.
• Support City Hall staff with special projects, public communications, or seasonal workloads.
• Local travel (e.g., errands) as required.
• High school diploma or equivalent required.
• Prior experience in customer service, clerical work, billing, or permitting preferred.
• Experience with municipal software or utility billing systems is beneficial but not required.
• Knowledge of basic accounting, billing practices, and customer service principles.
• Knowledge of City policies, permitting processes, and applicable regulations (training provided).
• Skill in communication, both in person and over the phone, with the ability to interact professionally with a diverse public.
• Skill in data entry, recordkeeping, and using billing or permitting software systems.
• Ability to handle cash, checks, and electronic payments accurately and securely.
• Ability to manage multiple tasks, maintain accuracy, and meet deadlines in a busy public-facing environment.
• Ability to interpret and explain City procedures clearly to residents and applicants.
• Ability to exercise discretion, maintain confidentiality, and resolve routine problems independently.