OFFICE TECHNICIAN - FINANCE | CLOSES 12/20/2024 in Crescent City, California at City of Crescent City

CITY OF CRESCENT CITY

PART-TIME OFFICE TECHNICIAN/FINANCE

$18.44 - 22.41/HRLY

ACCEPTING APPLICATIONS THROUGH DECEMBER 20, 2024

Under general supervision by the Finance Director, performs varied and moderately difficult clerical work, organizes office filing, tracking, and correspondence systems, and provides administrative support to the Finance Department.

ESSENTIAL FUNCTIONS / KNOWLEDGE, SKILLS & ABILITIES:

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Maintains multiple complex filing systems, both onsite and computer-based;
• Gathers and organizes Finance Department documents into digital files, including some confidential files;
• Coordinates with the public, City departments, and other agencies to process business license applications, mail invoices, and follow up with businesses for past-due payments;
• Coordinates with the public to process TOT registrations, track payments, and follow up with businesses for past-due payments;
• Coordinates with vendors and/or the Chamber of Commerce to track business licenses and insurance certificates for public events such as July 4th;
• Processes, sorts, and mails Finance Department notices such as utility late notices, business licenses, letters, and invoices;
• Sorts and distributes mail received at City Hall;
• Responds to requests from other departments for Finance documents;
• Cross trains and assists other Finance Department staff, including cash receipts;
• Maintains archives and stays current on document retention policies.

Knowledge of:

• Modern office methods, practices and procedures;
• Word processing and spreadsheet software, including MS Word and Excel;
• Digital file organization and software, including pdf software such as Foxit or Adobe;
• Proper letter and report writing;
• Proper records management procedures;
• Professional receptionist and telephone techniques;
• The proper use of English, spelling, grammar and punctuation;
• Basic business math;
• Methods and techniques of providing quality customer service.

Skill to:

• Establish and maintain effective and cooperative working relationships with those contacted in the course of work;
• Effectively communicate in the English language, both verbally and in writing;
• Deal successfully with the public, in person and over the telephone;
• Courteously respond to community issues, concerns and needs;
• Make adjustments to standard operating procedures as is appropriate;
• Work independently;
• Understand and follow instructions;
• Establish and maintain effective working relationships;
• Use sound judgment in following and applying appropriate laws, regulations, policies and procedures;
• Interpret and apply policies, procedures and guidelines of the department assigned in a timely manner.

Ability to:

• Abide by confidentiality requirements;
• Learn the operations and services of the department to which assigned;
• Accurately type and perform word processing and data entry at a speed sufficient to meet department objectives;
• Work efficiently in Microsoft Office in a Windows environment;
• Organize, maintain, and update department database and records systems;
• Organize and prioritize workload to meet deadlines;
• Perform responsible clerical work involving the use of independent judgment, requiring accuracy and speed;
• Make mathematical calculations rapidly and accurately;
• Compose correspondence on own initiative;
• Understand and carry out verbal and written instructions;
• Maintain accurate record and file documentation;
• Establish and maintain effective and cooperative working relationships with those contacted in the course of work;
• Research, interpret and explain technical information to the public;
• Provide a high level of customer service to the public and to staff;
• Respond effectively and courteously in a wide range of situations while dealing with a diverse general public;
• Effectively communicate, both verbally and in writing, in the English language;
• Obtain working knowledge of other City department operations and functions.

SUPERVISION: This position is supervised by the Finance Director. This position has no supervisory responsibilities.

QUALIFICATIONS:

Any combination equivalent to experience and education that could likely provide the required skills, knowledge and abilities would be qualifying. A typical way to obtain the skills, knowledge and abilities would be:

Education:

Equivalent to the completion of the 12th grade

Experience:

One (1) year of varied clerical support experience, preferably involving some public contact. Experience with a government agency is desirable.

License/Certificate: Possession of a valid California Motor Vehicle Operator’s License issued by the State Department of Motor Vehicles, or equivalent if a resident of another state. Must have and maintain a license which is insurable under the current City insurance carrier policies.[LL1]

Physical, Mental, Environmental, and Communication Demands:

Essential duties require the following physical, mental, environmental, and communication demands.

PHYSICAL, MENTAL, ENVIRONMENTAL AND COMMUNICATION DEMANDS:

Physical: This position requires prolonged sitting, reaching, twisting, kneeling, bending, twisting, squatting and stooping in the performance of daily activities; sufficient manual dexterity, with or without accommodation to operate computer keyboards, calculators, printers, copiers, telephones, and general office equipment; grasp and hold writing tools and materials; sufficient mobility and flexibility to efficiently function in a general office environment.

Mental: Needs the ability to perform administrative clerical and technical work of average difficulty and use good independent judgment; must have the ability to successfully interact with a diverse public.

Environmental: Work is normally performed in a general office environment, but may require travel to other locations; routine field work may occasionally be necessary.

Vision: Sufficient vision or other powers of observation, with or without reasonable accommodation, to view a variety of materials in electronic and hard copy format; to read a computer screen, printed computer data, and related statistical data.

Hearing: Sufficient clarity of hearing or other communication capabilities, with or without reasonable accommodation, to maintain effective two-way communications in person, on the telephone, and by two-way radio, with the general public, staff members, other agencies and organizations.

Speech: Sufficient clarity of speech or other communication capabilities, with or without reasonable accommodation, to effectively communicate verbally in a clear and concise manner.

Writing: Sufficient to prepare a variety of routine and specialized documents, correspondence, reports, permits, and other documents.

Reading: Sufficient to read, comprehend and interpret a variety of materials, including policies, procedures, ordinances, regulations and other materials related to the position.

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Note: This job description is intended to represent only the key areas of responsibility. Specific position assignments will vary depending on the business needs of the department. When job duties and responsibilities change and develop, this job description will be reviewed and is subject to change based on the City's business needs.