Office Support Specialist

2 weeks ago


Alabaster, Alabama, United States City of Alabaster, AL Full time
City of Alabaster
Administrative Clerk - Public Works

CONTRIBUTING TO COMMUNITY WELL-BEING

Compensation:
$25.37 per hour

Position Overview:
This role is pivotal in delivering customer service and executing a range of administrative and bookkeeping tasks within the Public Works division.

The ideal candidate will possess outstanding computer proficiency, particularly in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and demonstrate a capacity to learn various software applications while maintaining a keen eye for detail and organization.


Key Responsibilities:

Act as the primary contact for the department/division; manage incoming calls and emails; assist visitors; address inquiries, issues, and complaints from the public, directing them to the appropriate personnel or agency as necessary; provide accurate information regarding departmental services and procedures.

Prepare diverse administrative, financial, and personnel documents, including requisitions, purchase orders, work orders, time sheets, and travel requests, while also engaging in scanning and cataloging tasks.

Receive and distribute various forms and correspondence; ensure completeness and accuracy; forward to relevant personnel, departments, or external agencies.

Maintain both physical and electronic records; file and retrieve documents in compliance with established standards and retention policies.

Input, update, and verify data across multiple systems for departmental use; ensure data accuracy; generate and distribute reports as required.

Monitor inventory levels and supplies; make recommendations for orders as necessary.

Process departmental services; issue receipts; record payments; input data into systems; reconcile receipts with relevant reports.

Assist with event planning, which may involve coordinating vendors and venues, procuring supplies, and preparing promotional materials. Track various statistics related to departmental functions, prepare and oversee monthly budget reports, and assist in compiling monthly reports for council review.

Support mechanics in scheduling repairs, updating fleet maintenance software, and tracking expenses related to the maintenance of city vehicles and equipment.


Minimum Qualifications:

A high school diploma or GED is required; two years of experience in administrative or clerical roles, with a strong emphasis on public interaction. Preference will be given to candidates with financial experience. A valid driver's license is mandatory.


Essential Physical Requirements:
Physical Activities:
Frequent sitting, use of hands and fingers, verbal communication, visual observation, and auditory perception. Occasional standing, walking, and reaching with hands and arms.

Lifting Requirements:
Ability to lift up to 25 pounds occasionally.

Vision Requirements:
Capability to read information in both printed and electronic formats.
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