New

Administrative Customer Service Coordinator

City of New Haven
Within Local 3144 Range 5: $47,075 - $57,514 annualized
United States, Connecticut, New Haven
165 Church Street (Show on map)
May 20, 2025
Introduction The City Town Clerk's Office is seeking a dedicated and experienced Administrative Customer Service Coordinator to join our dynamic team. As a vital part of our organization, you will play a crucial role in ensuring the efficient operation of the City Town Clerk's Office. This position offers a unique opportunity to contribute to the smooth functioning of local government and provide essential services to our community. In the City Clerk's Office: We take custody of and processes all public documents, including claims and garnishment suites against the City. Our office records and processes land records such as mortgages, releases, quit claims, liens, etc. We record all notaries and justices of the peace, as well as process dog licenses, liquor permits and trade name certificates. The City Clerk complies and maintains the Board of Alders' legislation and oversee the codification of all legislation enacted to the City's Code of Ordinances as well as the Zoning Ordinances. We also prepare and distributes absentee ballots for primaries and elections and file all city contracts, tax liens, sewer liens. Finally, we record the Mayor's appointments to the City's Boards and Commissions. PRIMARY FUNCTIONS This is responsible staff and skilled clerical work is expected to coordinate and assist in all other operational functions of the City Town Clerk's Office. This position entails administrative tasks, customer service, and clerical duties requiring independent action and judgment. Work is performed with considerable independence with only broad guidelines given. TYPICAL DUTIES AND RESPONSIBILITIES Greets the public and manages a multi-line telephone system, serving as the initial point of contact for inquiries related to the department. Assists department officials and employees in budget analysis, procurement analysis, personnel needs, and management controls to improve operational efficiency. Assists the general public in researching records either electronically or manually. Coordinates work within the department as well as other City and State Departments. Processes fee and issues receipts; maintains financial records. Administers oaths of office when necessary and serves as a Notary Public, upholding legal and procedural requirements. Assists in planning, coordinating, and preparing of departmental function and/or processes. Prepares and maintains departmental, meeting, and community calendars and schedules. Issues legal notices as required. Researches and maintains files for sewer liens; also responsible for issuing sewer liens. Assists in the preparation of reports as necessary; maintains complex record systems. Assists with and participates in City of department-sponsored community activities, some of which might occur outside of normal business hours. When such or other needs arise (i.e. elections, etc.), works outside of normal business hours arranged through a flex schedule. Prepares and translates proclamation for the Office of City Town Clerk. Participates in the preparation of grant applications for various programs such as summer youth and interns. Prepares, coordinates, and handles departmental presentations at meetings and events. Processes departmental damage claims. Performs related work as required. EDUCATION, QUALIFICATIONS & EXPERIENCE Graduation from a high school, supplemented by college level courses in public administration; and one to three years of experience, including three months to one year of experience in administrative tasks; and a minimum of five years of customer service experience, or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills: KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES Considerable knowledge of modern office systems, practices, and procedures. Computer literacy skills, which include: word processing, spreadsheets, databases, and e-mail/ Considerable knowledge of business English, spelling, and arithmetic. The ability to solve problems independently. Knowledge of general budgeting principles, methods, and practices. Knowledge of the methods and principles of administrative research and analysis. Ability to maintain complex record systems and to assemble and prepare reports from such records. Ability to express ideas effectively orally and in writing. Ability to establish and maintain effective working relationships with other employees and the public. Ability to learn the use of computer programs and other technologies used in assigned department with ease in a minimal amount of time. Ability to learn municipal accounting procedures. Skill in prioritizing tasks, managing multiple responsibilities, and meeting deadlines in a fast-paced environment. Ability to diplomatically handle challenging situations, resolve conflicts, and address customer concerns effectively. Proficiency in building and maintaining positive relationships with customers, understanding their needs, and providing exceptional service. Familiarity with relevant laws, regulations, and procedures pertaining to municipal administration and clerical responsibilities. Understanding of the importance of safeguarding sensitive information and adherence to data privacy regulations. Awareness and respect for cultural differences, promoting inclusivity and responsiveness to a diverse community. Flexibility in adjusting to changing priorities, tasks, and work environments, demonstrating resilience in dynamic situations. Bilingual and/or Spanish speaking helpful. NECESSARY SPECIAL REQUIREMENTS Must obtain a Notary Public license within 6 months of hire. Must have ability to work a flexible schedule (Outside of standard 9:00 am - 5:00 pm business hours) SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT This is a General Fund, "Tested" position. This position is included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees. Bargaining agreements available to review HERE. General Funded hires into this class are not covered by Social Security and will not pay Social Security taxes. They instead participate in the City Pension; the employee contribution rate is 10% of pay. The City of New Haven does not sponsor employment visas. All applicants must have current authorization to work in the U.S. without employer-sponsored visa support. Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City's Drug Free Workplace Policy, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment. Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana. Selection Plan Applications will be reviewed by the Department of Human Resources. Applicants must demonstrate within their submission that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date. It is critical that you complete the application thoroughly, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process.* Your application and resume should indicate that you meet the minimum requirements as listed. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated prior to the posted closing date. Information regarding the employment and selection process can be found HERE. Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department. We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position. Conclusion To apply for this opportunity: Complete your User Registration. You are encouraged to save your Applicant Profile for future use. You MUST click on the job posting you are interested in, and click Apply or Apply Online from within that posting. MAKE SURE the job you are applying for is named at the top of the page as you review your application! Review or modify your application for that position Click "Ready to Send App" or the "Send" tab; read page and click the attestation Click "Send to City of New Haven" You will be redirected to "CONFIRMATION OF EMPLOYMENT APPLICATION SUBMISSION" You will also receive an email and text, if a number was provided, confirming your submission If you do not receive this confirmation in the next 24 hours, your application has not been submitted - please contact us at NHJobs@newhavenct.gov Please Note, your Profile is NOT an application for an open position. After you create your Applicant Profile, you must still click on a Job Title and complete the application as instructed for each position.