About the Department

Under general supervision, the purpose of the job is to perform a variety of office support and/or clerical duties for a specified unit/department. Employees in this classification perform both routine and non-routine administrative support duties as dictated by the nature of the work area. Position may perform a broad array of generalized administrative support functions, or assignment may be specialized where in incumbents receive initial instruction in specific office operations. Performs other essential duties in support of departmental objectives to ensure aesthetics, safety, health, and general welfare of the public and business community. 

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position. 

• Performs a wide range of staff and/or operational support activities and administrative support duties, e.g., customer service tasks, relaying and resolving routine telephone and/or walk-up inquiries, generating a variety of standard documents and correspondence, processing forms, performing data entry, establishing and maintaining records in Code Enforcement, Animal Control, and Urban Forestry.

• Receives, processes, and/or prepares standard materials appropriate to assigned department, e.g., correspondence, memos, charts, permits, legal documents, requisitions, reports, manuals.
• Performs a wide variety of typing assignments which may be confidential in nature; operates a computer to enter data, draft, edit, revise and print letters, notices, tables, reports, and other materials.
• Greets and directs visitors/customers; resolves routine administrative problems and answers inquiries concerning activities and operations of department/division; maintains log of inquiries as required.
• Intakes, reviews, and processes rental registration forms, animal license applications, letters of authorization, tree removal permit, hazard tree, and fire mitigation inspection requests. 

• Issues over-the-counter animal license tags.

• Receives telephone, e-mail, and Palm Coast Connect complaints/inquiries/requests from the general public and business community and through friendly, professional customer service skills, ascertains the needs of the customer and provides appropriate assistance and information.
• Provides the general public with resources and interpretation of the city codes. Retrieve and disseminate files on request. 
• Sorts, screens, and distributes incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles and operates a variety of office equipment, e.g. scanner, mail stamping machine, copier, printer.  
• Generates and mails various memos, notices, and other relevant materials to customers; prepares and mails letters in accordance with departmental policies and procedures.
• Establishes, maintains, processes, scans, and updates files, records, certificates, and/or other documents. 
• Performs both routine and non-routine administrative duties, as dictated by the nature of the task, e.g., data entry, records maintenance, filing, basic calculations, generate reports.
• Performs standard, routine bookkeeping functions, which may involve general billing, invoicing, cash receipt, and accounting activities.
• Communicates with other departments and public agencies for the dissemination of information.
• Performs a wide range of staff and/or operational support activities.
• Performs related duties as directed.
  

Position Duties

High school diploma or GED required; supplemented by 2 (two) years progressively responsible experience in customer service and administrative support functions; or an equivalent combination of education, training, and experience.
Must possess and maintain a valid Florida Driver's License.

Minimum Qualifications

• Ability to understand and follow verbal and written instructions.

• Skill in business English, e.g., correspondence formats, spelling, punctuation, and grammar
• Considerable knowledge of the principals and techniques of customer service skills; ability to communicate tactfully and courteously with internal and external customers.
• Intermediate level business mathematics, including addition, subtraction, multiplication, division, percentages, and decimals.
• Ability to utilize personal computers and standardsoftware applications, e.g., word processors, database software, spreadsheet applications.
• Ability to operate office equipment, e.g., printers, copy machine, scanners, mail machine, telephone systems, and calculatorS.
• Skill in routine administrative support functions, e.g., bookkeeping, data entry, typing, reports processing.
• Ability to generate routine correspondence, summaries and reports in a clear and concise manner; ability to compose correspondence, summaries and reports.
• Ability to establish and maintain effective records maintenance and file management systems; ability to read, update and maintain various records and files.
• Knowledge of pertinent federal, state, and loca lrules, regulations, ordinances, and other regulatory standards applicable to the work.
• Ability to establish and maintain effective working relationships and communications with coworkers, internal/external customers, department management and the public.
• Ability to multi-task and manage high work volume.

Other Qualifications

• While performing the essential functions of this job the employee is regularly required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, and lift and/or move up to 20 pounds.

• While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors.