Hybrid Personal Property Administrative Coordinator chez None

JOB SUMMARY:

Performs responsible, confidential and varied, administrative tasks for a the Personal Property Division and maintains general departmental records involving a working knowledge of depart-mental programs and services sufficient to handle routine complaints, inquiries and requests.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Answers the telephone and gives specific or general information in response to public or official inquiries; handles requests for services, complaints and other public contact work. 

Prepares and types letters, memoranda, operating reports and other materials including matters of strict confidence.  Includes preparation of complex computer spreadsheets.

Assumes routine projects to relieve department head of administrative detail; monitors projects to completion to assure accuracy and completion.

Assists the public by providing information regarding the department's services and providing direction regarding the completion of department applications and forms.  Also sets up new accounts for department's services.

Processes departmental records, applications and new accounts in accordance with established policies and procedures.

Establishes filing system for department searches and locates file materials.

May perform clerical and data entry work related to the function of the assigned department.

Greeting and directing visitors to the appropriate parties.

Answering questions and finding information for taxpayers, vendors, and employees

Managing records in accordance with department and legal requirements 

Manages mailing addresses for accounts. Tracks returned mail. 

Compile data & organizing monthly ACO reports for presentation

Collects, process and distribute incoming mail as well as compose and send correspondence 

Resolves administrative problems by analyzing information; identifying and communication solutions.

Compile and setup business licenses, permits, and UCC statements in appraisal software system for new accounts

Setup new business and marine accounts. 

Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs

Assisting with special projects outside of the administrative support duties identified above

Assist with processing marine returns.

May assist subordinate clerical employees and other departmental staff in performing work and assumes additional clerical duties in their absence.

Regular and predictable attendance is required.

Performs other related duties as required.

MATERIALS AND EQUIPMENT USED:

Personal Computer                             Calculator             

Copy Machine                                      Postage Machine

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High school diploma or G.E.D. supplemented with coursework in typing and bookkeeping.

Three years secretarial or administrative experience.

Any equivalent combination of education and experience, which provides the minimum level of qualifications, stated above.

Must take and successfully pass Course I, Certification for Assessors (40-hours) and Course III, Personal Property (40-hours).

Licenses and Certifications:

None.

Knowledge, Skills, and Abilities:

Ability to understand and comply with departmental policies, procedures, office terminology, procedures and equipment;

Thorough knowledge of departmental policies and procedures and of office terminology, procedures and equipment; and of business arithmetic and English.

Knowledge of word processing and skill in operation of a computer keyboard to enter and retrieve data, prepare spreadsheets and maintain a database.

Skill in composing and typing correspondence and reports with speed and accuracy.

Skill in maintaining administrative and general records and in preparing reports and answering questions from records.

Skill in working with confidential information and matters in a discreet and professional fashion.

Ability to type 45-55 w.p.m. 

Ability to work without direct supervision, using personal judgment in processing paperwork and handling unusual situations.

Ability to make routine decisions in accordance with ordinances, regulations and established policies and procedures.

Ability to maintain effective relationships with other employees and the public and in performing public relation functions courteously and tactfully.

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours. 

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone. 

This class specification should not be interpreted as all-inclusive.  It is intended to identify the major responsibilities and requirements of this job.   The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.