SUPPORT SPECIALIST – NEIGHBORHOOD SERVICES.

This neighbor-facing role plays a crucial part in enhancing the community by fostering positive relationships with neighbors and maintaining the efficiency of the office. Provides support to the department and senior staff including handling correspondence, distributing mail, writing memos and letters, making copies, managing the flow of information for the department, overseeing purchasing and accounts payable tasks, utilizing computer programs and software, generating, and distributing reports for the department and processing purchase orders. Performs customer service functions and assists customers by providing timely, helpful, and accurate information in a professional manner.

• Provide administrative support to the daily operations of the department. Perform a wide variety of clerical and word processing duties such as heavy telephone and over-the-counter interaction with external and internal parties, processing paperwork and entering data into various City databases.
• Complete various clerical functions by compiling and verifying report data; maintaining files, billing records, update databases, and completing photocopies.
• Provide exceptional customer service by answering and directing phone calls, provide answers when knowledgeable, track complaints, issues, and concerns.
• Schedule calendars, organize meetings and track assigned projects. Produce and submit correspondence.
• Respond to requests for information from supervisory staff, employees, or the public. Answer questions related to the department’s activities, programs, policies, and procedures. Conduct follow-up research to retrieve answers and supporting information.
• Perform various fiscal activities including monitoring and submitting requisitions for supplies and materials, maintaining an inventory of office supplies, and initiating purchase orders. Make travel and training arrangements for department staff.
• Deposit payments by coordinating with finance, secure appropriate paperwork filed with finance.
• Serve as liaison between department and external vendors. Coordinate department activities with vendors. Monitor contracts to ensure timely completion and accurate payment schedules.
• Participate in the annual budget development process by gathering data, compiling information, monitoring expenditures according to budget guidelines and ensuring adherence to department budget.
• Serve as the Records Liaison Officer for the department's Records Management Program; coordinate with the City Secretary Office to shred/destroy confidential or obsolete documents in accordance with State Law.
• Maintain current and expired vendors certificate of insurance and other confidential documents, oversee background checks and contract status. Coordinate with Human Resources Department on COI verification.
• Work closely with the Public Affairs Department to consistently update the department’s website, prints, social media and advertising programs in accordance with City of Anna social media Policy.
• Process program registrations, facility and field reservations, special event permit applications and payments.
• Assist with planning or organizing events, while providing exceptional customer service to vendors and guests during special events.
• Act as backup coverage for other employees or department as needed. Comply with written City policies and procedures.
• Perform any other related duties as required or assigned.

High school or GED, plus specialized schooling and/or on the job education in a specific skill area, e.g., data processing, clerical/administrative, and equipment operation.
Must possess a valid class “C” driver’s License
Must pass a pre-employment drug screen, criminal background check and MVR check. ENVIRONMENTAL/ WORKING CONDITIONS
Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable. The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions and expectations.
High diversity, low physical. Work activities which allow for considerable amount of diversity as an incumbent performs a variety of tasks. Such tasks might be performed from a given work area, or the individual may move about physically in performing a variety of duties.
While performing the functions of this job, the employee is continuously required to sit, use hands to finger, handle, or feel, reach with hands and arms, talk, or hear; regularly required to walk; and frequently required to stand; occasionally required to climb or balance, stoop, kneel, crouch, or crawl, taste, or smell. The employee must occasionally lift and/or move up to 25 pounds.

Salary : $20 - $25