Performs administrative and professional work in greeting and addressing internal and external customers’ needs. The Administrative Services Specialist is responsible for accessing and performing data entry on various electronic platforms and databases, receiving and processing payments for services, fees, fines, permits, court, and taxes due. Preparing payments for deposit and balancing cash payments. Work also will involve professional and administrative duties of performing as a court clerk, tax clerk and/or accounts receivable, accounts payable, account reconciliation, issuing purchase orders, and conducting the necessary quote processes for Town purchases, and human resources functions, ultimately fulfilling the Town’s public service mission. Reports to management, as assigned.
Essential Job Functions:
- Assists citizens, employees, and contracted services with inquiries, requests for information and service requests; listens to and analyzes citizen concerns as needed; provides responses within established policies, procedures and standards; resolves problems as non-routine situations arise.
- Process payments received by phone, correspondence, and from in person customers visits. Verify payment with amount billed, apply payments to accounts, and process receipts.
- Balance and reconcile all cash receipts, endorse checks and prepare bank deposits.
- May maintain customer databases including input, tracking and maintenance of service request records, service orders, and/or work orders.
- Provides citizen information concerning projects or other activities pending or in progress.
- Screens files for outdated or duplicate material and prepares documents for destruction or transmittal to archives.
- Prepare and process Town applications and permits.
- Perform human resource functions such as onboarding, benefits enrollment, time and attendance tracking, payroll/paymaster, and personnel file maintenance.
- Scans documents into document imaging system.
- Responsible for providing high-quality, responsive customer service to both internal and external customers of the department. Expected to promote interdepartmental collaboration, build employee morale, and foster a workplace culture of service and integrity.
Additional Job Functions:
- Performs necessary work assigned that it is consistent with the good and efficient operation of the Town.
- Attend seminars, conferences, workshops, classes, lectures, etc., as appropriate to enhance and maintain knowledge of trends and development in the fields of customer service, court clerk, tax clerk, and accounts receivable/payable.
Education and Skills: This position requires graduation from high school, or an equivalency to high school graduation education/graduation is required. A bachelor’s and/or a master’s degree in public or business administration, accounting or a related field is preferred. Preferred candidates will have greater than 4 years of progressively responsible administrative services experience in municipal government; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. All interested applicants with the appropriate education, knowledge, and skills are encouraged to apply.
Special Requirements:
- Tennessee Municipal Court Clerk Certification (MCC) (or ability to obtain)
- Certification and maintenance as an Accounts Receivable/Payable Professional
Pay Range: This position is classified as Grade N (minimum $44,129.28 or $21.22/hour) on the Town's pay plan. Benefits: Benefits offered include health, dental, and vision insurance, life, disability, accident, critical care insurance, Flexible Spending Account, and TCRS retirement. Full time employees accrue vacation and sick leave bi-weekly. Position Type: Full time; Non-exempt
Town of Mount Carmel is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.
