Public Services Coordinator

Administrative Assistant

Performs general administrative, varied and specialized secretarial and technical duties for the Public Services Department. The employee in this classification will provide customer assistance via various outlets (phone, in-person and internet) and secretarial and related cashiering duties. The employee will initiate, maintain, and assure facilitation of many aspects of varied complex and technical recordkeeping functions for the Public Services Department and performs related work as required.

This is varied secretarial, customer service, data entry and record keeping position with work including many aspects within the Department of Public Services. Employees perform a wide variety of complex tasks which require the application of independent judgment, accuracy and timeliness. Job duties may include but are not limited to :

• Providing clerical and administrative support to the Department and staff including meeting minutes, agendas, correspondence, reports, posting meeting notices, press releases and mailings, organizing and maintaining files, and other documents as needed.
• Additional responsibilities include assisting the public on the phone and / or at the front counter; receiving cash payments, check payments and credit card payments, and accounts for all payment receipts and balances accounts daily.
• Updates a wide variety of Public Services records to ensure accuracy and completeness, assists in preparing, updating and scanning files to asset (i.e., homes, hydrants, gate valves), creates new service installation assets per residence address, processes permit applications.
• Assists citizens with questions, maintains detailed computerized files and records, and tracks progress through various data bases, schedules appointments, types of correspondence, miscellaneous forms, reports, and statistical data.
• Proofreads data entries and documents for accuracy; operates various office machines and computers including several computer software.
• Maintains the central files; sorts and distributes the daily mail.
• Monitors and replenishes office supplies.
• Handles correspondence in a confidential manner; attending meetings and preparing meeting minutes when needed; and performing related work as required.
• Schedules and coordinates meetings, lunches, public events, and communications for the Public Services Department and other related duties as assigned.

Essential Qualifications :

Acceptable Training and Experience :

The City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged.