Administrative Support Specialist - Clerk's Office

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Our Legal and Administrative Services Department is searching for an Administrative Support Specialist in the Clerk’s Office. This is varied clerical work that involves moderately complex work methods and problems. This position involves performing a wide variety of clerical functions, as well as light physical labor in handling the City's mail/copy services. The position requires the application of discretion, initiative and independent judgment in the handling of various tasks.

This position also involves job duties related to the front reception counter including answering the telephone, handling walk‑in requests, working in the WISVOTE election database while maintaining confidentiality, as well as the preparation, coordination and maintenance of licenses and permits issued by the Office of the City Clerk. Work is performed under the general supervision of the City Clerk.

• Perform a variety of licensing processes for over
  20 types of City licenses/permits - all phases including initial application, computing fees, taking pictures, and processing, forwarding to approving departments, Safety and Licensing Committee and the Common Council, entering information into database for respective recording, tracking and creating license.
• Processes cash receipt transactions, daily post and balance.
• Maintains detailed record of all licenses and permits.
• Develops Safety and Licensing Committee Agenda within Legistar document management system, coordinates all information with the Committee Chairperson, the City Clerk, the City Attorney’s Office, and Police and Fire Departments.
• Answers telephone as Clerk Department’s primary telephone customer service representative and acts as the Information Center on behalf of the City for all inquiries; responds and/or routes calls to appropriate individuals.
• Greets all sixth‑floor walk‑in traffic, responds to inquiries.
• Processes all internal and external mail including collecting, sorting, distributing and processing outgoing daily mail; coordinating bulk mailings; and maintaining adequate supplies.
• Provides high volume/large photocopy job functions for City departments including prioritizing, scheduling and planning copy jobs based on work orders received and notifying by email when the work is completed.
• Processes and routes all special events applications; coordinates and completes final Special Event invoice;
  Attends Special Events Committee meetings.
• Operates and maintains various mail/copy center equipment including, but not limited to, the mail meter and postage machine, multiple photocopy machines, folding and stuffing machines, punch and binding machines, UPS manifest system and printer, and  and camera.
• Coordinates UPS services to and from the City including weighing, printing invoices, and sending packages, accepting incoming UPS packages and contacting/delivering to respective departments.
• Monitors compliance with Mail/Copy Services Manual.
• Prepares and maintains weekly Schedule of Meetings to Legistar system and City website.
• Prepares the monthly calendar of meetings and coordinates the requests for room reservations.
• Assists with election duties in the WISVOTE election database, while maintaining confidentiality – registering voters, maintaining voter records, assisting absentee voters in the office, and entering, mailing, and returning absentee ballots.
• Maintains and coordinates bidder’s proof of responsibility list of pre‑qualified bidders.
• Composes and types correspondence when necessary including certified mail.
• Compiles data for performance measures for budgeting purposes.
• Coordinates/schedules/issues City of Appleton employee s.
• Posts agendas, reports and minutes of all meetings.
• Maintains regular punctual and predictable attendance, works overtime and extra hours as required.

• Coordinates maintenance and repair of equipment…