City Clerk / Fire Department Office Coordinator

There is a position vacancy in the City Clerk's Office/Fire Department for Office Coordinator. 

TITLE:                                                  OFFICE COORDINATOR

DEPARTMENT:                                   CITY CLERK’S OFFICE / FIRE DEPARTMENT

PHYSICAL CLASSIFICATION:          SEDENTARY TO LIGHT WORK; SPORADIC HEAVY

UNION:                                               STEELWORKERS LOCAL 13635, CLERICAL UNIT LEVEL A

WAGE CLASS:                                   FULL TIME, NON-EXEMPT, HOURLY

Organizational Summary: The City of Sault Sainte Marie is a municipal governmental structure.  We are a public entity funded primarily by City taxpayer dollars and user fees, working with and for the City of Sault Ste. Marie.

General Summary: Responsible for entering and approving departmental requisitions, converting requisitions into purchase orders, setting up new vendors in City software, and various office duties for the City Clerk’s office. Responsible for general clerical support, ambulance billing tasks and issuance of burn permits for the Fire Department. 

Supervision Received:  Assignments are made and performed under the supervision of the Deputy City Manager and the Fire Chief, with each directing the work performed.  Daily work assignments are performed independently according to established procedures and practices with a low level of supervision.  Work is typically checked through accounting controls, report reviews, audit processes and various City Ordinances.

Essential Duties and Responsibilities:  Employee may be called upon to perform any or all of the following essential duties, and other related duties as assigned.  HIPAA Privacy Rule compliance and strict confidentiality are of utmost importance.

Fire Department Tasks

1. Responsible for preparation of invoices, requisitions, and purchase orders
2. Report Burn Permits to Central Dispatch
3. Greet the public and answer Fire Department telephone line
4. Review Fire Department payroll, including but not limited to entering sick, vacation, and compensatory time requests and other related timekeeping tasks
5. Point of contact for customers and ambulance billing
6. Answer billing inquiries and process refund request
7. Respond to requests for fire and ambulance run reports
8. Process and upload ambulance run exception request, as needed
9. Process departmental travel request forms
10. Organize and schedule Fire Prevention Week
11. Update and Maintain the City website
12. Social Media Content
13. Take minutes for Fire Code Board of Appeals
14. General typing and clerical support, as needed

Clerk’s Office Tasks

1. Greet and assist the public on the telephone and at the counter
2. Prepare bids for all departments; type, mail, receive, open, and prepare tabulation
3. Sort and distribute incoming office mail
4. Operate central stores system, keeping an inventory of general office supplies
5. Assist Deputy City Manager and Deputy City Clerk with Elections; issues absent voter ballots and serve on the Receiving Board
6. Assist Deputy City Manager with disposal of all surplus City equipment
7. Provide secondary switchboard coverage
8. Process requests for various licenses and permits
9. Order all print jobs for the City, including business cards, letterhead, envelopes, etc.
10. Reconcile monthly billing statements
11. Code AP invoices and approve PO’s
12. Update and maintain official City records including electronic indexing of all files
13. Public Relations postings to include City Facebook, Pullar Sign, and Sault News
14. Update and Maintain the City website
15. Social Media Content

Peripheral Duties: 

1. Work effectively with customers and co-workers
2. Cross training within department to assure proper departmental coverage 
3. Back up for Deputy Clerk and other Clerical Unit staff
4. Operation of general office equipment

Desired Minimum Education and Experience:

1. High School Diploma or equivalent
2. Minimum of one year purchasing or bookkeeping experience
3. Valid driver license

Necessary Knowledge, Skills and Abilities:

1. Word processing and spreadsheet software proficiency
2. Maintain confidentiality
3. Excellent customer service skills
4. Strong interpersonal, written and oral communication skills
5. Ability to detect and correct errors
6. Ability to work effectively with numbers and written correspondences
7. Mental alertness, dependability and ethics

Physical Requirements:

1. Maintain proper housekeeping within the workspace: to include filing, bending, reaching and lifting up to 50 lbs.
2. Fine and gross motor skills to enter data and operate equipment
3. Repetitive motions in data entry, typing, and filing

The above statements are intended to describe the general nature and level of work being performed as assigned in this classification.  They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

Application Process:

Please submit cover letter, employment application, and resume, to:

Email: rtroyer [at] saultcity.com
Mail: City of Sault Ste. Marie - Robin R. Troyer, Deputy City Manager, 225 East Portage Avenue, Sault Ste. Marie, MI 49783
Questions can be directed to Robin Troyer at rtroyer [at] saultcity.com or 906-632-5717

Clerical Union Contract 

Applications can obtained from the City Clerk's Office at 225 E. Portage Ave. or online