Salary : Depends on Qualifications
Location : Waconia, MN
Job Type : Full-Time
Job Number : 2025-002
Department : Administration
Opening Date : 12 / 17 / 2024
Closing Date : 1 / 12 / 2025 11 : 59 PM Central
Primary Objectives
- Interviews are scheduled to take place the morning of Tuesday, January 28, 2025
- Candidates will be notified of their status by Thursday, January 23, 2025
Join a fun, dynamic team at a growing City! Ever wonder why things are done a certain way in your City? As the City of Waconia's Customer Support Specialist, you can now help find those answer and deliver them to the public! In this role, you'll be the first point of contact for our residents who are both calling and stopping in to City Hall, while also assisting with programming for the Music & Movie in the Park series, assisting our staff with ordering office supplies, being a resource for early voters during election season, and issuing licenses and permits.
Essential Duties and Responsibilities
Administration Support :
Perform receptionist, clerical activities, and cashier duties for all departments. using a variety of software programs including point-of-sale, word processing, spreadsheets, enterprise software, and database programs.Greet the public, determine the nature of their business, provide information, answer questions, and direct them to the appropriate person or department.Prepare, process, and distribute outgoing and incoming mail and sign for packages.Provide customer service and respond to questions in person, by e-mail, and telephone to city employees, vendors, customers, citizens and others. Provide information and / or refer calls to other staff members or agencies as deemed appropriate.Coordinate with members of the public and outside groups on room rental reservations and payments.Answer incoming phone calls from individuals, provide information and / or refer calls to other staff, departments, or agencies.Coordinate Music in the Park and Movie in the Park - book talent and process contracts.Partner on Election Administration including, but not limited to in-person absentee voting administration, supply box coordination, communication with County, and election day head judge duties.Monitor and order office supplies.Compose documents and edit written material using computer word processing software, from dictation or written copy.Perform clerical duties using a variety of software programs, including but not limited to point-of-sale, word processing, spreadsheets, enterprise software, and database programs.Attend and act as recording secretary for Park Board and back up for City Council.Collect, organize and maintain department data, projects and other files. File documentation in the City's central filing system and electronic records management system according to approved Records Retention Schedule and other approved procedures.Cross train with Administration Specialist : Elections and Licensing for processing liquor, tobacco, sanitation, gambling, solicitor, special vehicle, rental, and other license and permit applications, in addition to creation of city council agendas and packets.Crosstrain with all Department Specialists to assist with general duties in all departments including issuing and processing permits, park rentals, utility bill payments, solicitors permits, administrative duties, absentee voting assistance, etc.Accept payments and issue receipts.Prepare newspaper publications.Serve as a notary.Perform other duties and assume responsibilities as apparent or assigned.While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the City.
Qualifications
Education : High School Diploma or equivalent.
Requirements :
Ability to socially, physically and mentally perform all essential functions under working conditions as described herein.May be required to successfully complete a criminal background check.Ability to read, write, speak, and comprehend the English language.All new hires and / or appointments require that they are subject to City employment policies.Desired Qualifications :
Knowledge, experience or training in office and clerical support.Working knowledge of electronic records management.Customer Service experience.Associate Degree.Knowledge, Skills and Abilities :
Working knowledge of modern office equipment and records management.Working knowledge of Word, Excel, Power Point, Access and Publisher.Working knowledge of City services, operations and procedures.Ability to type with speed and accuracy.Ability to work under own initiative with minimal supervision.Ability to maintain the highest level of confidentiality.Ability to accurately perform general clerical work requiring a high degree of concentration, organization, and judgment in interpreting practices and procedures.Ability to research and problem solve.Ability to perform accurate mathematical calculations and maintain accurate records.Ability to work cooperatively within the department and with other departments.Ability to communicate with supervisors, staff, customers, vendors, and the general public in an effective, tactful, and courteous manner, both verbally and in writing.Team player with the ability to collaborate and implement effective customer service.Normal working hours : Monday - Thursday 7 : 30 a.m. - 4 : 30 p.m. and Friday 7 : 30 a.m. - 11 : 30 a.m. May occasionally be required to work extended hours, including Park Board Meetings (3rd Thursday of the month at 6 : 30 pm) and the occasional City Council Meeting.Ability to attend work punctually and regularly.Supplemental Information
Physical and Mental Requirements : Positions in this job typically require sitting, feeling, manual dexterity, grasping, talking, hearing, typing, and seeing. There is also sustained exposure to computer keyboards and video screens. This position is generally light-duty and may require the exertion up to 10 pounds of force on occasion and the ability to lift, carry, push, pull and move objects. Specific vision abilities required by this position include close vision, distant vision, peripheral vision and ability to focus as it relates to such tasks as reading manuals, processing paperwork, and viewing a computer monitor. Required to sit for extended periods at a desk or personal computer, using repetitive movements and small motor skills. The noise level is quiet to moderate
The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.Working Conditions : Most work is performed in an office environment.
Salary shown is full scale, hiring range is $27.03 to $30.43 per hour, DOQFull benefits package includes medical insurance with cost share between City and employee dependent on level of insurance selected. Employees are automatically enrolled into PERA pension program, the Public Employees Retirement Association. Employees also have the option to enroll in dental, life insurance, long term disability, and 457 (b) plan.The City of Waconia offers a complete benefit package for full-time employees including : health insurance, HSA contributions, dependent care flexible spending account, dental insurance, life insurance, pension, holidays, PTO, deferred compensation, and supplemental insurance.
Do you have a high school diploma (or equivalent)?
Please rate your comfort level with technology with 1 being the least comfortable and 10 being the most comfortable.
Please check any of the software programs you have previous experience with :
Microsoft WordMicrosoft ExcelOutlookMicrosoft PowerpointCanvaAccess management softwaresLicensing SoftwaresState Voter Registration SystemHRIS SoftwareAgenda ManagementDo you have previous municipal experience?
Do you have previous customer service experience, including greeting in-person customers and visitors?
Do you have previous experience being the first point of contact in an organization, including answering and transferring phone calls?
Do you have previous experience taking minutes for a board or commission?
Do you have previous experience assisting with elections administration?
Do you have experience with taking payments, including using point-of-sale software?
Do you have a college degree?
If yes, please state what your degree is in. If no, please write "n / a"
Do you have previous experience in electronic records management?
Required Question
Salary : $27 - $30
