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Office Support Specialist

Job Title: Office Support Specialist
Reports To: Office Coordinator
Department: Public Works
Date: March 2026
FLSA Status: Non-Exempt
Pay Grade: E
FTE: 1.0

General Job Summary:

The purpose of this position is to provide customer service, administrative, and clerical support for the Department of Public Works.

Duties and Responsibilities: Estimated % of Time

Customer Service: Serve as the first point of contact for public works customers. Provide customer service in a professional manner through helping customers at the public works service window, answering telephones, emails, mailings, and interdepartmental communications. Screen and route phone calls, provide information to callers for routine questions and refer calls to appropriate person/agency, check and respond to general public works emails throughout the day. | 45%
Park & Recreation Division: Maintain online recreation software including updating the event calendar and facility rentals, keeping fees and registration details current, adjusting rolling calendars and holiday schedules, and refunding key deposits and cancellations for park shelters. Assist with organizing park and recreation programs, providing rosters, and coordinating with instructors. Order supplies for field staff as well as the office, respond to park and recreation emails daily, parks and recreation mailings and correspondence, reconcile cash drawer daily as well as the daily recreation software transactions for Finance Department. Coordinate and provide monthly tours of Town Center Park rental facility. Attend Pedestrian and Bicycle Committee meetings; take notes and prepare meeting minutes. | 25%
Utilities: Assist with scheduling final readings, issuing aging reports to landlords, complete and mail final bills as needed, make corrections on returned bills, take payments over the phone for utility bills. Sort and file documents including water bill stubs. Enter landlord/tenant agreements, direct utility payment authorizations, and new meter information into billing software. Assist with mailings and scheduling appointments and other duties as needed. | 10%
Office Support: Assist with issuing and taking payments for utility and well permits, schedule pre- and post-inspection appointments, log and file records for approved permits, real estate inquiries, create and track public works service orders, print diggers hotline tickets, report lights out to WE Energies, review daily alerts and assist customers with Aquahawk system, order office supplies, and collect and disburse department mail. Create and update forms for Public Works and Parks & Recreation as needed and make photo copies of forms for distribution. Keep lobby and counter files stocked with the most up-to-date forms, and provide information packers to new residents. Receive and receipt payments for various items for Public Works and Parks & Recreation, and prepare daily deposit for the Finance Department. Create orders for replacement carts and parts, receive payments for replacement and upgraded cans, update spreadsheet for each order to maintain up-to-date records for year-end tax bills, send cart warranty spreadsheets for reimbursement. Sort and file garbage & recycling maintenance forms. Other duties assigned as needed. | 10%
Permitting: Receive and issue excavate in right-of-way and driveway culvert permits once approved, receive and receipt payments for permits and record on permit logs, keep files accurate & updated. Also keep certificates of insurance and indemnity bonds accurately on file for companies working in the right-of-way in the Town. | 5%
Digital Communications: Update forms, calendar, activities, and provide general information on website and social media platforms for public works and park & recreation division. Send information and updates for the weekly e-newsletter to the Clerk’s Office. | 5%
Perform additional duties as assigned and attend the Town required training. Regular attendance is required. Work in a manner that is aware of personal safety and the safety of others and observes safety, health and sanitation codes, regulations, or practices required by the Town or governmental authority.

Required Minimum Qualifications:

Education & Experience:

High School diploma or equivalent.
1-2 years of working in an office environment.

Knowledge, Skills, and Abilities:

Skilled in the use of Microsoft Office; specifically Excel, Word, and Outlook.
Ability to utilize job specific software and learn updates.
Skilled at completing work with a high degree of accuracy.
Excellent interpersonal skills and the ability to establish and maintain effective working relationships with all Town staff and deal with the public professionally, courteously, and tactfully.
Ability to manage multiple tasks simultaneously with frequent interruptions and use effective time management.
Ability to classify, compute, and tabulate data.
Ability to provide interpretation to others how to apply policies, procedures, and standards to specific situations.
Ability to understand and effectively carry out oral and written instructions.
Ability to work effectively individually and in a team environment.
Ability to maintain office records in an organized manner.

The Town may consider any equivalent amount of credentials, licensures, training, or experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities of this job.

Equipment Used:

Computer, telephone, multi-functional printer, calculator, and other general office equipment.

Working Conditions:

Work is primarily in a climate-controlled office environment. Typical hours are Monday – Thursday 7:00 am – 4:30 pm and 7:00 am – 11:00 am on Fridays.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the duties and responsibilities of the job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform this job.
Generally a sedentary position working in an office environment. Regularly required to sit, stand, walk and use both hands to handle, touch, grasp; reach with hands and arms. Frequent talking, hearing/listening, seeing/observing, and performing repetitive motions. Occasional physical activities such as stooping, kneeling, crouching, standing, walking; lifting, carrying, pushing, and pulling up to 10 pounds.

Note:

The duties and responsibilities listed in this job description are intended to describe the general nature and level of work that may be performed. The omission of specific statements of duties does not exclude them from the job if work is similar, related or a logical assignment to the job. Percentage of time may vary widely depending on the needs of the position during any particular time period.

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

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