City Clerk Specialist I

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!

• 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!

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.

• 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.

• 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.

• 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.

• 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…