City Clerk Assistant

*About us* City of Talladega, Alabama is a medium business in Talladega, AL.
We are professional, customer-centric and innovative.
Our work environment includes: * Modern office setting * Growth opportunities * Wellness programs * On-the-job training * Safe work environment * Lively atmosphere * Relaxed atmosphere _*CITY OF TALLADEGA - CITY CLERK ADMINISTRATIVE ASSISTANT JOB DESCRIPTION*_ *Job Summary:* Under the supervision of the City Clerk, the employee is responsible for administrative, clerical, and communication functions of the office.
The employee represents the City and the Clerk’s office by greeting visitors and customers to City Hall, providing information and directions, answering the phone, forwarding calls and providing general assistance.
The employee enters information and data into the computer, sells plots in the City’s cemeteries, processes insurance claims and updates the City’s website.
This employee provides support to the City Clerk and may perform extended duties in the absence of the City Clerk.
The employee solves conventional problems and refers unusual or difficult issues to the City Clerk.
This job classification is identified as security-sensitive and is subject to a pre-employment background check.
*ESSENTIAL FUNCTION: Customer Service.
The employee provides general information and services, responds to inquiries and assists with solving problems of visitors.
* * Greets visitors to City Hall.
* Answers the phones; takes messages and directs call.
* Escorts visitors, as requested.
* Responds to questions and inquiries with accurate information.
* Assists in solving problems.
* Refers unusual or complex matters to the City Clerk.
* Provides directions to offices and other locations within the City.
* Provides information regarding how to use City resources or how to access City services.
* Accesses information utilizing the computer and other resources.
* Takes deposits to the bank with Police escort.
* Collects and distributes City mail.
* Maintains City postal accounts, postage meter, and post office boxes.
*ESSENTIAL FUNCTION:* *Administrative Support to the City Clerk.
The employee provides clerical assistance and financial support; updates and reviews information for accuracy to assist in efficient operations of the office.
* * Assists and supports the City Clerk in carrying out the defined duties of the office.
* Attends and participates in meetings; attends training programs.
* Provides clerical assistance through writing and sending letters, e-mails, and making phone calls; establishing and maintaining files, records and reports.
* Develops spreadsheets; enters data.
* Performs work accurately, with attention to detail, and in a timely manner.
* Contributes to assembling information for reports.
* Updates and prepares information for the City website to include minutes, ordinances, current events, and calendar, among other items.
* Works with City departments and HR to provide passwords and e-mail addresses for new employees.
* Prepares invoices for cost of weed abatements.
* Maintains database, prepares resolutions for liens, and files all with County Revenue and Probate Offices.
* Researches and prepares responses for all requests of municipal assessments from attorneys and real estate firms.
* Maintains historical documents and archives; performs documented record destruction.
* Monitors supply levels; requests items, as needed.
*ESSENTIAL FUNCTION: Department and City Operations.
The employee serves as a representative of the City, cross-trains with other employees, attends meetings and conveys information to ensure the efficient operation of the office.
* * Represents the City and the Department in a consistently positive and professional manner.
* Maintains composure when dealing with anxious individuals and tense situations.
* Cross-trains to provide support for other offices and a higher level of assistance to the City Clerk.
* Assists the City Clerk with tasks associated with municipal elections.
* Attends Council, Board, and other meetings in the absence of the City Clerk; takes minutes and conveys information as assigned.
* Assists with processing insurance claims made against the City.
* Communicates with insurance companies; verifies facts and data.
* Sells plots in the City cemeteries; prepares deeds; maintains cemetery database.
* Identifies specific locations of plots, physically shows locations and escorts customers to the cemeteries.
* Arranges for burial site openings and closings.
* Receives complaints regarding the cemeteries and responds to resolve issues.
* Works with the Transportation Program, Summer Food Program, and the Senior Nutrition Program to develop and maintain required records, documents, and reports.
* Drives throughout the City to run errands for the City.
* Performs other related duties, as assigned.
*Knowledge, Skills and Abilities *_*(\* Can be acquired on the job) *_ * \*Knowledge of City and departmental rules, regulations, policies and procedures.
* \*Knowledge of the locations of City properties and important locations.
* \*General knowledge of the functions of municipalities and of city clerks.
* \*Knowledge of governmental financial and budgetary processes.
* Knowledge of modern administrative office practices, procedures, and equipment including administrative and telephone techniques and etiquette.
* Knowledge or records management and state laws regarding maintenance and archiving of files and records.
* Knowledge and proficiency with word processing, spreadsheets, database applications, e-mail, and internet.
* Knowledge of safety rules including accident causation and prevention.
* Reading skills to comprehend documents, manuals, reports, ordinances, directives, procedures and instructions.
* Verbal skills to communicate clearly and effectively with broad and diverse individuals including the general public, and city employees.
* Writing skills to compose letters and documents, and clearly and neatly complete reports, forms, and records using correct English, grammar, and punctuation.
* Math skills to prepare expense, reimbursement, and grant reports.
* Skills to appropriately use office electronic equipment such as multi-line phones, fax machines and copiers.
* Skills to use computers and specialized software, including spreadsheets.
* Ability to appropriately utilize English business language in discussions.
* Ability to use computers and office productivity software.
* Ability to operate standard office equipment such as computers, copier, fax, typewriter, adding machine, etc.
* Ability to use multi-line telephones.
* Ability to consistently represent the City in a positive, professional manner.
* Ability to work independently and exercise judgment to make prudent decisions.
* Ability to work with minimal supervision.
* Ability to establish and work according to priorities; ability to perform work accurately, with attention to detail, and within time constraints.
* Ability to work in a fast-paced environment requiring organization and multi-tasking skills.
* Ability to solve general, conventional problems.
* Ability to work effectively with others to accomplish established goals and projects.
* Ability to maintain confidential information, accurate records, and prepare accurate reports.
* Ability to handle and account for monies.
* Ability to drive.
*Minimum Qualifications * * Possess a high school diploma or GED; an associate’s degree in business, accounting, or computer science, from an accredited college or university, is preferred.
* Completion of college-level business, accounting and computer courses from an accredited college or university is strongly desired.
* Two (2) years of professional work in an office environment dealing with the public.
* Possess a current and valid driver’s license and be insurable.
* Ability to work non-standard hours.
* Ability to travel throughout City.
* Ability to pass a pre-employment background check.
Job Type: Full-time Pay: $14.
16 - $21.
83 per hour Expected hours: 40 per week Schedule: * 8 hour shift * Day shift * Monday to Friday License/Certification: * Driver's License (Required) Ability to Commute: * Talladega, AL 35160 (Required) Ability to Relocate: * Talladega, AL 35160: Relocate before starting work (Required) Willingness to travel: * 25% (Preferred) Work Location: In person