Administrative Customer Service Coordinator #2310-5132-01

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.

• 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.

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:

• 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.

• 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)

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, and this information may be used to determine the eligibility list. 

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.