Office Support Specialist - City Clerk Division

Description

At the City of Plymouth, we all work together to add quality to life. This mission and our guiding values – CIVIC: customer focus, integrity, visionary, inclusion and connection – shape our work as we advance the City Council’s strategic priority to be a city of choice. We are seeking candidates who are eager to adopt and champion our mission and values.

The Office Suppport Specialist
- City Clerk will perform essential day to day activities of the clerk division specializing in requirements for city licensing and elections and provide customer service and office support services for the Administrative Services Department.

At the City of Plymouth, we all work together to add quality to life. This mission and our guiding values – CIVIC: customer focus, integrity, visionary, inclusion and connection – shape our work as we advance the City Council’s strategic priority to be a city of choice. We are seeking candidates who are eager to adopt and champion our mission and values.

The Office Suppport Specialist
- City Clerk will perform essential day to day activities of the clerk division specializing in requirements for city licensing and elections and provide customer service and office support services for the Administrative Services Department.

Lead election preparation activities.

• Coordinate polling place logistics with polling locations and other staff.
• Ensure voting equipment is maintained, programmed and properly tested according to law.
• Create and update election guides and forms to provide clear instructions to election judges.
• Create and update polling place emergency plans including site safety procedures, building specific evacuation and shelter plans, emergency communications and contact information.

Assist with local, state and national elections to ensure that elections conform to all statutory requirements.

• Assemble training materials, precinct materials, pack supply boxes and transfer cases.
• Assist with election judge training and assign judges.
• Assist with redistricting process to balance precinct populations throughout the city.
• Process absentee ballot applications, return of voted ballots and tabulation of ballots.
• Assists with election night activities and other election-related duties as assigned.

Accountable for city licensing functions in accordance with city code and state statutes.

• Maintain required licensing records and respond to license inquiries.
• Process new and renewal applications, coordinate with the Police Department on background investigations, and communicate and educate applicants regarding requirements and status.
• Issue licenses.
• Prepare council reports and public hearing notices.

Provide exceptional service to internal and external customers.

• Interact with others in a manner that is professional and inspires open communication.
• Help to create and maintain a respectful workplace culture and champion diversity, equity and inclusion.
• Participate in citywide training designed to strengthen competencies in areas such as communications, leadership, decision-making and problem solving.

Receive visitors, answer calls and online inquiries in a pleasant, businesslike manner and answer questions or direct individuals in a manner that provides them with their information accurately and with minimum delay.

• Respond to a wide variety of online, telephone and in-person inquiries regarding city services, programs, meetings, events, and direct those inquiries to the appropriate individuals/departments.
• Schedule meeting rooms, update information kiosk, notarize documents and receive applications.

Provide clerical support to the department ensuring that materials are prepared and processed accurately, in the proper format and in a timely fashion.

• Use…