Office Assistant III - Clerk's Office

* Open to SEIU hourly members and the public*

SEIU Hourly members must apply within the first 14 days of this posting to be considered as an in‑house candidate. Any applications received after the first 14 days will be considered with applications from the public.

Applications will be screened. Those qualified will be invited to participate in a performance test and an oral interview. Applicants must successfully pass each of the selection processes by 70% or better to proceed in the process.

This posting is subject to close after 14 days

Under general supervision, this position performs a wide variety of skilled administrative support and customer service duties in support of the City Clerk’s Office. This position processes licenses and certificate applications in accordance with the City ordinance, participates in all phases of election work, and performs varied clerical functions.

This position reports to the Deputy Clerk with accountability to the City Clerk.

• Serves as a point of contact for the general public and City departments by responding to inquiries, complaints (internal, external, in person, by phone, or via emailand service requests, including Notary Public services and administration of Oaths of Office,
• Participates in all phases of election administration, including maintaining the State of Michigan Qualified Voter File (QVF), processing absentee ballots, assisting with the assignment of election workers, preparing election supplies, and performing other related election duties as assigned.
• Processes licenses and certificate applications in accordance with City ordinances.
• Receives and sorts ingoing/outgoing mail.
• Performs a variety of clerical and administrative duties in support of City Clerk operations, including indexing and filing official records related to City Council actions, maintaining official documentation, responding to routine informational requests, managing correspondence and reference materials, and maintaining inventories of election materials and office supplies.
• Distributes ordinances, codes, code revision materials, council petitions, and other official documents as assigned.
• Researches and retrieves official records and documents as directed.
• Performs other related duties as assigned

The above statements are intended to describe the general nature and level of work performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

Education
:
High school diploma or GED equivalent. Associate’s degree in business studies preferred.

Experience
:
Minimum of three (3) years clerical/administrative experience.

• Obtain and maintain Notary Public Commission. If not in possession at time of hire, must be eligible and obtain within six (6) months of hire.
• State of Michigan certification for use of Qualified Voter file.
• Must possess and maintain a State of Michigan Driver’s License.

• Effectively and professionally communicate, both verbally and in written format with a variety of internal and external contacts.

• Perform job duties independently.
• Plan, organize, and prioritize work; handle sensitive and confidential information; and adhere to applicable deadlines.

• General knowledge of office procedures, City of Saginaw Code of Ordnances, and the City Charter.
• Basic knowledge of State of Michigan election laws.
• Microsoft Office Suite (Word, Excel, Outlook, etc.) as well as the ability to become proficient in various departmental related software.

Work performed is of sedentary nature and is primarily performed in an office environment with no exposure to environmental conditions. The noise level is typically moderate (e.g. business office with typing and/or computer printers, light traffic).

• Occasional exertion of up to 50 pounds of force.
• Occasional standing, reaching with hands and arms, performing gross manipulation of the upper extremities, including grasping, lifting, carrying, and positioning materials and equipment.
• Frequent use of computer keyboard and mouse.
• Seldom requires climbing stairs or ladders; stooping; kneeling; crouching; pushing and pulling’ performing fine manipulation; and driving.
• Standard vision requirements.
• Clear vocal communication for expressing detailed or important instructions to others accurately, loudly, and /or quickly is essential.
• Detailed hearing requirements: ability to hear detailed information through oral communication and/or make fine distinctions in sound.