Class Summary

Be part of something essential! Join the City of Casper’s Water Treatment Plant, where your organizational skills and customer service make a difference in supporting the team that helps deliver safe, reliable drinking water to our community.  This position serves as a key point of contact for the public, City employees, and other stakeholders by providing information, directing inquiries, and delivering courteous, professional service.

Responsibilities also include maintaining records and databases, processing correspondence and mail, preparing reports, managing calendars, coordinating meetings and events, ordering office supplies, and supporting special projects as assigned.

Works under the general supervision of a Supervisor or Division Manager, with opportunities to collaborate with team members and support departmental goals.

Typical Class Essential Duties

1. Serves as a primary customer service function to a specified division(s) or area and performs semi-skilled administrative support with some independence, including responding to routine requests for information, directing callers and visitors to appropriately to internal departments or individuals; taking and transmitting messages; communicating with the public regarding fees, policies, rules and general information about a division, facility, or event. 
    
2. Performs various clerical duties utilizing standard office equipment including basic research, making photocopies, and faxing documents, ordering office supplies, filing and record retention. Utilizes software systems and databases; data entry to collect and maintain records.
    
3. May train others on administrative level work and temporarily assist in other departments as needs arise in the organization.
    
4. Processes accounts payables and/or receivables including calculating and determining settlements or adjustments; accepts payments; may maintain a petty cash supply; and researches, tracks and coordinates all accounts payables and/or receivables for an assigned area.
    
5. Receives, processes, sorts, and/or distributes a variety of mail, internal correspondence, materials, invoices, payments, and/or other applicable items.
    
6. Generates standard reports in accordance with established schedules, or as directed.
    
7. Assists in the coordination and administration of calendaring, special projects, events, and/or programs as assigned.  
    
8. Represents the City of Casper by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.
    
9. Performs other duties of a similar nature or level.

Knowledge (position requirements at entry):
Knowledge of:
• Customer service principles.
• English language, grammar, and punctuation.
• Basic mathematical principles.
• Basic record keeping and file management principles.
• Time management tools.
• Modern office procedures, methods and use of technological equipment including database management and computer software programs such as Microsoft Office.

Abilities (position requirements at entry):
Ability to:
• Organize records in an easily retrievable fashion.
• Routinely demonstrate the City of Casper core values.
• Operate modern office equipment, software, and operating systems/applications.
• Maintain confidentiality. 
• Learn and follow applicable procedures and policies.
• Accurately proofread numerical and text data.
• Accurately type documents at a reasonable rate of speed.
• Learn and follow applicable procedures for accounts payable/receivable and Municipal budgets.
• Learn and follow applicable procedures for maintaining accurate records and comply with record retention guidelines.
• Trouble shoot on office equipment.
• Order and maintain office supplies.
• Meet deadlines.
• Work on a variety of tasks simultaneously.
• Work with some level of independence and may lead others with administrative duties. 
• Perform basic research and review of data.
• Prepare basic reports and written correspondence.
• Make travel arrangements.
• Maintain a neat and professional appearance. 
• Communicate effectively verbally and in writing. 
• Follow written and verbal instructions.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Follow all City safety rules and procedures and immediately report all accidents/incidents or unsafe conditions to a supervisor. 

Skills (position requirements at entry):
Skill in:
• Providing customer service.
• Proofreading and editing documents.
• Scheduling calendars and coordinating meetings and/or events.
• Typing and data entry.
• Operating in a courteous, knowledgeable and tactful manner with customers, staff and the general public. 
• Oral and written communication, sufficient to exchange or convey effective information and to receive work direction. 
• Operating modern office equipment, software and operating systems/applications. 
• Note taking.
• Accounts payable/receivable.
• Maintaining confidentiality.
• Time management.
• Creating clear and concise reports.
• Conflict management and problem solving.

Training, Experience & Certifications

EDUCATION AND EXPERIENCE
•    High school diploma or equivalent (G.E.D.) required.
•    Minimum of one year of experience working in a clerical or administrative support position.
•    Local government experience preferred.

LICENSING AND CERTIFICATIONS
•    Possession of a valid Wyoming Driver’s License preferred.
•    May require being, or obtaining, a Notary Public designation.

Supplemental Information & Physical Requirements