City Clerk Specialist I
Hiring Salary Range: $20.00 - $21.68/hour DOE
Department: City Clerk's Office
Reports To: Deputy City Clerk
Job Status: Full-Time
FLSA Status: Non-Exempt
Travel Required: None
Benefits Eligible: Yes
PERSI Eligible: Yes
Work Schedule: Monday through Friday, 8:00 am - 5:00 pm
- This position does not qualify for VISA sponsorship.
WE TAKE CARE OF OUR PEOPLE!
The City of Nampa offers competitive benefits and growth opportunities, including
- Medical
- Dental
- Vision
- PERSI Retirement Plan, with 11.96% employer contribution
- 401K & 457 Retirement Plans
- 11 Paid Holidays
- Paid Time Off
- Life Insurance with AD&D
- Short-Term Disability
- Long-Term Disability
- Flexible Spending Account
- Employer-Funded HRA VEBA Health Savings
- Wellness Program & Rewards
- Opportunity for student Public Service Loan Forgiveness
- Harward Recreation Center
- Other Great Benefits!
POSITION SUMMARY:
This is an entry-level position in the City Clerk Specialist series and is a vital point of contact for citizens and city staff, and performs a variety of administrative duties, including assisting members of the public, processing business licenses, and accepting passport applications. The work is performed under the general supervision of the City Clerk or designee.
ESSENTIAL FUNCTIONS:
- Processes passport applications on behalf of the U.S. Department of State, including maintaining passport records and acting as an agent for the U.S. Department of State to monitor applications for possible cases of fraud, terrorism, or identity theft and report instances to the U.S. Department of State.
- Maintains accurate records of passport appointments, responds to public inquiries about passport processes, and conducts inventory and orders supplies of materials necessary for accepting and mailing completed U.S. Passport applications, and may deliver completed passport envelopes to the U.S. Post Office when needed.
- Provides clear and accurate information to members of the public by answering general questions and assists in accepting, processing, and issuing various types of business license applications and permits.
- Performs all necessary cash receipting, including but not limited to balancing a cash drawer and maintaining accurate transaction records.
- Answers a multi-line phone system and provides information or connects callers to appropriate departments.
- Assists in monitoring City Clerk’s Office email account and responds appropriately.
- Distributes incoming U.S. mail and packages for city departments.
- Serves as a Notary Public.
- Organizes, scans, indexes, and classifies active and inactive paper or electronic documents and data for operational files, administrative files, and other files maintained by the city.
ADDITIONAL FUNCTIONS:
- Assists other City Clerk staff on special projects and provides research assistance to city staff when requested.
- May attend meetings, conferences, workshops, and training sessions and review publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas.
- May choose to assist City Clerk with City Council public hearing and public forum sign-ups after normal working hours (1.5 hours).
- May perform other duties as assigned.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this position at any time.
REQUIRED EDUCATION, EXPERIENCE, & LICENSE/CERTIFICATIONS:
- High School Diploma or General Education Degree (GED) required.
- A minimum of two years of experience performing general administration, clerical support, customer service, and cash handling duties in a departmental or operational group or an equivalent combination of education and experience.
- Ability to become a Certified Passport Acceptance Agent through the U.S. State Department within 60 days of hire.
- Ability to obtain a Notary Public for the State of Idaho within one year of employment.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES:
- Knowledge of objectives, programs, policies, and procedures of a municipal clerk's office.
- Knowledge of the City's applicable federal, state, and local laws, codes, ordinances, and regulations related to department operations.
- Knowledge of Proper English usage, spelling, grammar, and punctuation.
- Knowledge of office administrative practices and procedures and record-keeping principles and practices.
- Integrity in the performance of assigned tasks.
- Effective time management skills for prioritizing projects and tasks in order to meet strict, time-sensitive deadlines.
- Detail-oriented to prepare and process documents efficiently and accurately.
- Skill in using personal computers and MS Office Suite.
- Ability to read, comprehend, interpret, explain, and apply department policies and procedures and pertinent federal, state, and local laws, codes, ordinances and regulations, City rules, and policies and procedures to City employees and the general public.
- Ability to maintain professionalism and composure at all times, including stressful situations, and handle disputes and complaints in a calm, courteous, and tactful manner.
- Ability to evaluate situations, identify problems, and exercise sound independent judgment within established guidelines.
- Ability to demonstrate tact and diplomacy and maintain confidentiality of information.
- Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language; understand and follow oral and/or written policies, procedures, and instructions; use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions; and prepare and present accurate and reliable reports.
- Ability to work as a member of a team to accomplish department goals.
- Ability to make sound judgments and draw valid conclusions.
- Ability to maintain effective working relationships.
WORK ENVIRONMENT:
- Work is performed primarily in an office environment. The employee in this class is subject to inside environmental conditions, including exposure to controlled temperatures, artificial lighting, and typical office noise.
ESSENTIAL PHYSICAL ABILITIES:
- Finger Dexterity: Sufficient finger or manual dexterity with or without reasonable accommodation to enable the employee to efficiently operate a variety of equipment.
- Speech: Sufficient clarity of speech or other communication ability with or without reasonable accommodation to enable the employee to communicate effectively and convey detailed or important instructions or ideas accurately, loudly, or quickly.
- Hearing: Sufficient clarity of hearing with or without reasonable accommodation to enable the employee to hear average or normal conversations and receive ordinary information.
- Visual Abilities: Sufficient visual acuity or other power of observation with or without accommodation to enable the employee to inspect photos for identity confirmation; to determine the accuracy, neatness and thoroughness of work assigned; to review a wide variety of materials in electronic or hard copy form and perform activities such as viewing a computer terminal.
- Physical Strength & Personal Mobility: Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, to permit the employee to maneuver and function in and around an office environment.
REASONABLE ACCOMMODATION STATEMENT:
To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. A reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.
EEO STATEMENT:
The City of Nampa is an equal employment opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, national origin, veteran, disability status or any other characteristic protected by federal, state, or local laws.
This position may be extended, or it may close before the closing date.
