Support Services Specialist

The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Provide exceptional customer service to both internal and external customers in person, via email, and over the phone. 
• Prepares forms, weekly and monthly reports, and correspondence using office equipment and resources; maintains computer system by entering and updating information as needed; sets up and maintain files and scans documents, including research and retrieval of records. 
• Process applications and maintain accurate records for:
  1. Business Tax Receipt requests, including updating files, generating renewal notices, and mailing renewal notices;
  2. Alarm Permit applications, including false alarm alerts and fees and issuance of late notices and associated penalties:
• Reconcile payments received through the online payment service and prepare accurate batch payments accompanied by comprehensive and accurate accounting reports.
• Perform related work and office tasks, as required, to further assist the Support Services Division. 
• Fosters positive employee relations and employee morale on a City-wide basis.

• High School graduation or possession of an acceptable equivalent diploma.
• Two years of related experience involving secretarial/clerical duties including the operation of a PC, Keyboard, mouse, or similar data entry equipment.  
• Must possess superb typing skills with speed and accuracy. 

Knowledge of Business English, spelling, and punctuation, to prepare documents and compose letters, etc. Knowledge of general office practices and procedures.  Knowledge of mathematics. Knowledge of the City's policies and procedures and practices.  Ability to work independently and to adhere to established policies and procedures.   Ability to establish and maintain effective working relationships with employees and the public. Ability to operate a PC, Keyboard or Computer.  Ability to communicate using speaking, hearing and visual skills.  Skills in policy interpretation and application.   Ability to communicate effectively in oral and written form.  Ability to adapt to an evolving and continually improving environment.   

The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization’s mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer’s specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.

A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.

Physical Demands/Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms.   The employee is occasionally required to walk and stand.  The employee must occasionally lift and/or move up to 15 lbs.  Specific vision abilities required by this job include close vision and the ability to adjust focus. Ability to sit at a desk and view a display screen for extended periods of time.   Ability to enter data at prescribed rate of speed.  Work inside an office environment.