Join our team as a City Hall Office Specialist!

If you are a good communicator and have experience working with the public the City of Des Moines invites you to join our team as a full time Office Specialist. The City Hall Office Specialist is a critical role as this position serves as the first impression to the public as they open the doors to City Hall or call our main line. You will be responsible for assisting members of the public by answering inquiries and providing administrative and programming support for the City Clerks Office. This position is an excellent stepping stone into a career path with the Administrative Division. This position will work Mon - Fri 8:00 am to 4:30 pm.

Closing Date:

Open until filled. Those who turn applications by July 31 2025 will have first consideration.

Pay Rate: $5152.68 - $6263.20 per month

To Apply:

• Complete the Citys online application at and upload a resume and cover letter explaining how you meet the requirements.

Nature of Work

Under the general supervision of the City Clerk this position acts as the first point of contact for customers either entering City Hall or calling for information provides a wide variety of information and directs customers to the appropriate staff person or department. The City Hall Office Specialist performs routine to moderately complex clerical and administrative support duties within assigned work area following established instructions and procedures. Examples of support functions include customer service licensing record-keeping file maintenance scheduling word processing data entry preparation of standard reports and forms receiving and conveying information and working with the public. Responsible for the flow and completion of assigned work within general guidelines. may require the exercise of some judgment in application. Independently performs regular recurring work according to established procedures. Guidance is provided in new or unusual situations. May be assigned special projects.

• Provides front-line customer service; answers calls or greets public or employees schedules or changes appointments takes messages or refers to another person as appropriate. Provides general or specific information within scope of authority from knowledge of established procedures and policies or applicable laws rules or regulations. Offers customer service including providing forms explaining documents and requirements answering procedural questions reviewing forms for completion or collecting and receipting monies.
• Supports records management and city clerk and communications functions.
• Assists customers with business licenses and; issues licenses; enters data into applicable systems; and answers a variety of related questions.
• Assures all new business licenses and renewals are completed according to set processing deadlines and within the established time-sensitive schedules; updates and maintains business license records; ensures that license history is stored and maintained in accordance with current record retention policies.
• Assists with Code Enforcement tasks including preparing and sending notices of violations maintaining spreadsheets and coordinating with the Code Enforcement Officer Legal Department and others as needed.
• Conducts research collects data and prepares form handouts and brochures for final review by code official.
• Maintains supply room coordinates purchase of general office supplies stationery and business cards.
• Creates spreadsheets and reports to track financial activities of business license accounts the B&O tax program as requested by management; organizes prepares and maintains records and reports including but not limited to adjustment memos and archived financial information.
• Completes processing for the document imaging system for the business licensing and B&O tax data; Processes and distributes incoming payments reconciles daily receipts and prepares the necessary reports including daily deposits ;
• Performs general clerical filing and word processing as needed in support of multiple departments; Prepares or edits correspondence forms or other department documents using standard office or specialized software applications. Open processes and distributes mail. Receive and distribute packages.
• Establishes and maintains cooperative effective working relationships with co-workers other City employees and the general public using principles of good customer service.
• Reports for scheduled work with regular reliable and punctual attendance.
• Performs other duties as assigned including but not limited to being assigned to work in other functional areas to cover absences or relief equalize peak work periods or balance the workload.

Necessary Knowledge Skills and Abilities

• Operations of the various functions of City Hall and City departments
• Operation of Microsoft Word Excel and Office applications.
• Ability to communicate effectively with the public and other employees on the phone and in person with poise tact and a positive demeanor.
• Ability to deal with difficult/angry customers in a positive and constructive manner.
• Oral and written communication skills.
• Record-keeping techniques.
• Ability to perform basic math calculations.
• Ability to learn new processes and procedures.
• Maintain records files and logs.
• Complete work with many interruptions.
• Establish and maintain cooperative and effective working relationships with others.
• Communicate effectively both orally and in writing including explaining detailed information to the public regarding maps plans permits and policies/procedures.
• Meet schedules and timelines.
• Work independently with little direction.
• Operate a variety of office equipment including computers and related software calculator copy and fax machine telephone recording and transcription equipment.

Education and Experience Requirements

• High school graduate or GED equivalent required (Associates degree preferred); AND
• Two years of increasingly responsible office and administrative support work experience.
• One year of experience in public contact and the explanation of rules procedures and regulations preferred.
• An equivalent combination of related experience and training enabling the individual to perform the essential functions of the position may be considered.

Special Requirements

• Possession of and the ability to maintain throughout employment a valid Washington State Drivers License with a good driving record.
• Successful completion of a pre-employment background and criminal history check.
• Because of the known effects of tobacco use the City of Des Moines does not hire applicants who use tobacco products.

Working Conditions and Physical Abilities

• Work is performed primarily in an office setting. Hand-eye coordination is necessary to operate various pieces of office equipment. Position requires the ability to travel to a variety of locations primarily in and around King County.
• While performing the duties of this job the employee is required to stand walk; use hands to finger handle feel or operate objects tools or controls; and reach with hands and arms. The employee is required to speak and to hear. The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.
• Duties are performed primarily indoors both individually and as part of a work team. The work environment is fast-paced and moderately noisy.

Equal Opportunity Employer

• The City of Des Moines is committed to hiring a diverse workforce and all qualified applicants including all ethnic backgrounds and persons with disabilities are encouraged to apply. The City is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race sex age color religion national origin marital status sexual orientation veteran status disability status or any other basis prohibited by federal state or local law
• In accordance with the Americans with Disabilities Act an employer is obligated to make a reasonable accommodation only to the known limitations of an otherwise qualified individual with a general it is the responsibility of the applicant or employee with a disability to inform the employer that an accommodation is needed to participate in the application process to perform essential job functions or to receive equal benefits and privileges of employment.

General Information

• The statements contained herein reflect general details as necessary to describe the principal functions for this job classification the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements.
• The physical abilities described above are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The provisions of this job description do not constitute an expressed or implied contract. Any provision contained herein may be modified and/or revoked without notice.
• Updated 2021.2025.

Required Experience:

Unclear Seniority