Part-Time Office Assistant (MCTV)

Full information on the position, including examples of typical duties performed and a comprehensive list of the knowledge, skills and abilities required to perform the job can be found on the City of Midland website: www.cityofmidlandmi.gov. Interested candidates may submit an on-line application and resume through the City employment page: https://cityofmidlandmi.gov/1412/Current-Job-Openings

Provides front line customer service and supports operations for various City departments by performing routine and specialized clerical work, accounting, and record management. Provides various clerical support to departmental staff.

Examples of Job Duties

The following is intended as a brief description/illustration of the duties, responsibilities, and requirements of this position and are not intended to be all encompassing or all-inclusive.

1. Provides specialized customer service through all forms of contact (phone, email, other written correspondence and face-to-face). Resolves routine complaints independently and refers/follows-up with other parties when necessary.

2. Assists with maintenance of customer accounts such as invoicing, account audits, revenue collection, records management, and delinquent account follow-up.

3. Maintains confidential information, for example, residential accounts.

4. Processes accounts payable activities for the department including receiving and processing invoices and creating purchase orders.

5. Receives and processes specialized items such as bids, quotes, licenses, permits, resident information, and Freedom of Information Act (FOIA) requests.

6. Conducts payroll entry efficiently and accurately for the department.

7. Serves as resource person for office processes, equipment operation, software, and training new employees and co-ops.

8. Performs data entry for specialized reports and programs.

9. May assume responsibility for office operations when assigned during the absence of supervisor.

10. Participates in building security, including opening/closing facilities and assigning building keys.

11. Handles and reconciles cash transactions, including but not limited to petty cash, locked safe contents, reconciling ticket or service fee sales, receiving/processing payments, and preparing deposits.

12. Schedules departmental meetings, events, resources and functions.

13. Creates and proofreads a wide variety of materials and documents, including emails, letters, promotional materials, phone lists, informational packets and instructional documents.

14. Maintains electronic and paper recordkeeping and retention.

15. Records, prepares, and distributes reports, including meeting minutes.

16. Sorts and distributes mail.

17. Facilitates mass mailings including preparation, postage and physical mailing.

18. Completes a variety of projects as assigned, including assisting with accounting/bookkeeping functions, researching assigned topics and assisting with department events.

19. Maintains notary public commission as required by department.

20. Attends trainings, seminars and professional development classes as required.

21. Maintains office supplies inventory, and makes orders to replenish when necessary.

22. Operates office equipment and software to accomplish daily tasks; troubleshoots equipment and software technical issues.

23. Department specific tasks as follows:

o Clerk’s Office - Assists with election-related duties such as: registering voters and processing absentee voters, processing & filing all required forms and assembling election kits.

o Police Department - Completes sex offender registrations quarterly with continual updates, investigates any discrepancies in records, takes fingerprints and DNA. For gun registrations: oversees background checks through LEIN, designates the approval or denial of gun status, completes entry or registry for guns.

o Senior Housing - Tracks construction and rehab projects for multi-unit dwellings to ensure they are available for rental as soon as certified for occupancy. Assists with meal program administration, conducts facility tours when necessary and performs rent reviews.

24. Supports core values, mission and goals of the department and the City of Midland.

25. Performs all other duties as assigned.

Required Knowledge, Skills and Abilities

1. High School Diploma required. Associates degree preferred.

2. One year experience performing administrative work in an organization of similar size and scope.

3. Demonstrated ability to provide excellent customer service including dealing with all socio-economic backgrounds and personalities.

4. Demonstrated proficiency using Microsoft Office with emphasis in Microsoft Word, Excel and Outlook, or other office productivity software as determined by the City.

5. Aptitude to learn and apply a variety of software applications to conduct departmental processes and business.

6. Efficient and accurate keyboard and data entry skills.

7. Ability to make decisions in accordance with regulations and departmental policies and procedures.

8. Ability to prepare effective correspondence on routine matters and perform office management details with only general supervision.

9. Ability to maintain effective working relationships with other employees, City departments, Boards, Commissions and the general public.

10. Ability to maintain confidential information.

11. Knowledge of basic accounting principles and practices.

12. For positions in the Police Department, successful completion of a background investigation is required due to the confidential, sensitive nature of information handled. Incumbents must be able to have access to LEIN at all times while in this position and there must be no information in their background that would deny them LEIN access.

13. Ability to stay organized and balance many conflicting deadlines and unforeseen events.

14. Ability to work well under pressure.

15. Ability to communicate effectively and tactfully both in writing and verbally.

Physical and Mental Demands:

Physical Demands

While performing the duties of this job, the individual must regularly move around the office; attend meetings at various City departments or off-site locations; must be able to work at a desk with standard computer and office machinery; communicate with individuals in person and by telephone; repetitively operate all standard office equipment; required to occasionally lift, move and secure objects weighing up to 20 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.

Mental Demands

While performing the duties of this job, the employee is regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; perform highly detailed work on multiple, concurrent tasks; and interact with other coworkers, other departments, and others encountered in the course of work.

Job Type: Part-time

Pay: $19.07 - $24.31 per hour

Benefits:

• Paid time off

Work Location: In person

Salary : $19 - $24