City of Albany, Georgia
Georgia, USA

The purpose of this classification is to perform administrative functions for the License & Business Support Department. The duties include, but are not limited to, providing customer service, collecting and disbursing monies, and processing forms/applications.Supervises, directs and evaluates assigned staff including addressing employee concerns, directing work, counseling, disciplining, and completing employee performance appraisals. Organizes and prioritizes department workload; makes work assignments; monitors status of work in progress; inspects completed work. Supervises collection of customer payments; resolves payment problems; collects and sorts payments; distributes payments for posting. Monitors daily accounting of clerk transactions, total collections, overages, and shortages; verifies and balances collected payments; prepares daily bank deposits; balances and approves bank statements for payment. Prepares, balances, reviews and maintains various financial records, books and ledgers. Performs reconciliation of bonds and fines accepted through the cash management system Maintains and update files, forms, processed paperwork, and related documents. Assists customers with the completion of forms/applications; notifies customers of Alcohol License and Occupational Tax Certificate approvals. Prepares and forwards spreadsheets of new businesses for the advertisement in the Albany Herald, Dougherty County auditing of tax files, and to be placed on the City's website. Oversees petty cash account; balances funds and request reimbursements; prepares reports and maintains records. Processes refunds for duplicate payments on customer accounts; correct/adjusts accounts. Researches discrepancies and problems on accounts. Oversees the application of occupational tax, excise tax, hotel/motel tax, tax collection, and Nonprofit exempt categories Performs reviews of the False Alarm process, Special Events, and employee identification system. Operates a computer to enter, retrieve, review or modify data in computer database; verifies the accuracy of data and makes corrections; generates computerized reports; uses knowledge of various software programs to operate a computer effectively and efficiently. Processes a variety of documentation associated with departmental operations, per established procedures, and within designated timeframes; performs necessary calculations; distributes documentation or maintains records. Generates manual and computerized reports; balances reports; analyzes data and identifies trends; submits reports to appropriate individuals or agencies; forwards or retains reports. Receives various forms, reports, correspondence, refund payment, payment vouchers, return checks, registers, schedules, manuals, or other documentation; review completes, process, forwards or retains. Receives, opens and distributes incoming mail; prepares outgoing mail. Research and issues open record requests. Maintains inventory of departmental supplies; initiates orders for new or replacement materials. Communicates via telephone and/or two-way radio; provides information and assistance; takes and relays messages or direct calls to appropriate personnel; returns calls a necessary in a timely manner. Responds to routine request for information or assistance from customers, employees, the public, or other individuals. Communicates with directors, managers, employees, city departments, customers, the public, outside agencies, and other individuals as needed to coordinate work activities, review the status of work, exchange information, or resolve problems. Supervises security of premises and cash receipts; monitors the opening and locking of the vault and facilities. Supervisory Responsibilities Directly supervises five employees in the License & Business Support Department. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience Associate's degree in Business Administration or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience. Language Skills Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Mathematical Skills Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Reasoning Ability Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Computer Skills To perform this job successfully, an individual should have a working knowledge of computers, adding machines, copiers, scanners, and miscellaneous word processing equipment. Must have a working knowledge of Microsoft Office Suite including Outlook, Excel, and Word. Certificates, Licenses, Registrations N/A Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand; walk; sit and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision and ability to adjust focus.Language Skills Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Mathematical Skills Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Reasoning Ability Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Computer Skills To perform this job successfully, an individual should have a working knowledge of computers, adding machines, copiers, scanners, and miscellaneous word processing equipment. Must have a working knowledge of Microsoft Office Suite including Outlook, Excel, and Word. Certificates, Licenses, Registrations N/A Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand; walk; sit and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision and ability to adjust focus. To perform the job successfully, an individual should demonstrate the following competencies: Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date. Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively. Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures. Design - Translates concepts and information into images; demonstrates attention to detail. Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics. Project Management - Communicates changes and progress. Managing Customer Focus - Promotes customer focus; provides training in customer service delivery; monitors customer satisfaction; develops new approaches to meeting customer needs. Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts. Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods. Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments. Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings. Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed. Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information. Team Leadership - Fosters team cooperation; defines team roles and responsibilities; supports group problem solving; ensures progress toward goals; acknowledges team accomplishments. Performance Coaching - Defines responsibilities and expectations; sets goals and objectives; gives performance feedback; motivates for increased results; recognizes contributions; encourages training and development. Change Management - Prepares and supports those affected by change; monitors transition and evaluates results. Delegation - Delegates work assignments; matches the responsibility to the person; gives authority to work independently; sets expectations and monitors delegated activities; provides recognition for results. Leadership - Exhibits confidence in self and others; inspires and motivates others to perform well; effectively influences actions and opinions of others; accepts feedback from others; gives appropriate recognition to others. Managing People - Includes staff in planning, decision-making, facilitating and process improvement; takes responsibility for subordinates' activities; makes self available to staff; provides regular performance feedback; develops subordinates' skills and encourages growth; solicits and applies customer feedback (internal and external); fosters quality focus in others; improves processes, products and services.; continually works to improve supervisory skills. Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness. Visionary Leadership - Displays passion and optimism; inspires respect and trust; mobilizes others to fulfill the vision; provides vision and inspiration to peers and subordinates. Recruitment & Staffing - Presents a positive, realistic view of the organization. Impact & Influence - Achieves win-win outcomes; uses authority appropriately to accomplish goals. Conflict Resolution - Keeps emotions under control; uses negotiation skills to resolve conflicts. Business Acumen - Understands business implications of decisions; aligns work with strategic goals. Cost Consciousness - Works within approved budget; develops and implements cost saving measures; conserves organizational resources. Diversity - Shows respect and sensitivity for cultural differences; promotes a harassment-free environment; builds a diverse workforce. Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values. Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values. Strategic Thinking - Identifies external threats and opportunities; adapts strategy to changing conditions. Sales Skills - Maintains customer satisfaction; maintains records and promptly submits information. Personal Appearance - Dresses appropriately for position; keeps self well groomed. Achievement Focus - Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence; recognizes and acts on opportunities; takes calculated risks to accomplish goals. Consultative Selling - Asks questions to discover client business needs; presents solutions that meet customer objectives. Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time. Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals.; completes tasks on time or notifies appropriate person with an alternate plan. Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed. Innovation - Meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others' attention. Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions. Planning/Organizing - Uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks. Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality. Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly. Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The City of Albany, Georgia is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Albany, Georgia will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer

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