Customer Service Clerk/Administrative Assistant - City of Halstead

CUSTOMER SERVICE CLERK/ADMINISTRATIVE ASSISTANT

City of Halstead                                                                                 Administrative Department

POSITION SUMMARY 

Under the supervision of the City Clerk, Customer Service Clerk/Administrative Assistant is a non-exempt position under FLSA which performs data entry, handles communication needs, provides customer service support in person and over other communication methods, and other clerical duties and supports City Clerk’s office in all activities. This employee is responsible for handling initial contacts from the public, routes calls and issues to appropriate departments or personnel, prepares reports and assisting with citizen inquiries. This employee should possess excellent organizational, public relation, and communication skills.

 ESSENTIAL FUNCTIONS

·         Assists with entering payments for fees, utility bills, or other related city services;

·         Responds to citizen complaints, concerns, and questions relating to city policies, forms, bills or procedures;

·         Answers incoming telephone calls and emails;

·         Accepts and forwards requests as needed and to appropriate personnel for city services such as building inspections, permits, rentals, and licenses;

·         Assists with drafting, editing, and distribution of official correspondence and informational materials;

·         Assists in managing the city’s official social media and website presence through posting, providing project updates, promotions of city events or messaging, and response to inquiries;

·         Compiles information for city databases, including various permits and licenses;

·         Performs general clerical and receptionist duties as required;

·         Balances cash tills and prepares deposits for the bank;

·         Assists with receiving, prepares, and assigns messages for city marquee;

·         Maintain confidentiality and demonstrate discretion when handling sensitive information or topics.

 MARGINAL FUNCTIONS

·         Prepares outgoing city mail and correspondence;

·         Performs back up duties on other clerk office functions such as payroll, accounts payable, or utility billing;

·         Organizes incoming bills and statements and routes to appropriate personnel;

·         Assists other departments or the City Clerk with special projects as the need arises;

·         Interface with third party vendors or service providers working for the city;

·         Performs other duties as deemed necessary or assigned.

 Classification QuickView

 FLSA:                                     NON-EXEMPT

 ADA:                                          APPLICABLE

 FMLA:                                            ELIGIBLE

 OSHA:

 WORKING CONDITIONS:          OFFICE

CUSTOMER SERVICE CLERK/ADMINISTRATIVE ASSISTANT

POSITION REQUIREMENTS

Experience: One to three years of similar or related experience is required. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well within six months to one year of employment.

Education: A high school diploma or GED is preferred. Employee must be able to read, type/write, perform basic mathematical functions, operate general office machinery including adding machines, copiers, fax, computers, and printers.

Technical Skills: This employee must be able to operate computers, printers, calculators, telephone systems, cameras and other office equipment. This employee should be familiar with general office software such as Microsoft Office applications and a basic knowledge of social media platforms and web-based applications, graphic and content creation via software or online platforms is required. The ability to prepare reports, memos, agendas, and other written documents, to interpret data, to understand and anticipate problems, and to read and interpret legal documents or forms, financial statements, and other written instructions is required. This employee should possess excellent public relation, customer service, organizational, and oral and written communication skills.

Problem Solving: Frequent problem solving is involved in this position. This employee encounters problems with citizen concerns and complaints, scheduling priorities, handling competing demands from departments or deciding on information to push out via communication options available.

Decision Making: Frequent decision making is involved in this position. This employee makes decisions about prioritizing daily work assignments, resolving citizen concerns and complaints, and performing daily duties in the most efficient manner.

Supervision: This employee works with direction from the City Clerk, occasional collaboration with other clerk staff, and exercises no supervision over subordinate personnel.

Financial Accountability: This employee is responsible for city resources and equipment, does have the authority to purchase necessary equipment and supplies, is required to be bonded, but does not participate in the annual budget process.

Personal Relations: Daily contact with the general public, subordinate personnel, co-workers, and supervisory personnel is expected. Occasional contact with the organization’s elected or appointed officials is also expected.

Working Conditions: No adverse working conditions exist within this position. Working in an office setting indoors with a computer is the primary aspect of this position during the work week. Infrequent or occasional outdoor, evening, or weekend hours may be required for training, city events, or other meetings as they arise.

Physical Requirements: The ability to express or exchange ideas by means of communications is important in this position. This employee must be able to convey and receive detailed or important instructions and from other workers and the general public. Must be able to sit or stand, lift up to 25 lbs. occasionally,

This job description was last updated in August 2025

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to successfully perform the job.