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Job Summary
Job Description
Overview
The Senior Permit Clerk provides senior level administrative support such as researching process and procedural issues, gathering data, and writing reports, coordinating, planning, and assisting with other administrative projects to ensure effective division operations.
Essential Functions
1 Coordinates daily pick up of all issued plans and documents. 2 Ensures plans are documented in log book(s) and tagged correctly by issue date, address, permit numbers and number of pages.
3 Confirms plans are logged and counted with 99% accuracy by close of business (COB).
4 Verifies cash receipts and log from Customer Service Team; ensure change box is counted and secure; deliver cash and receipts to the Cashier's Office on time, daily.
5 Serves as the Open Records Coordinator to ensure the department remains in compliance based on State mandated 10-day rule.
6 Coordinates the preparation of all outgoing documents, including preparing the DMARC sheets, and following through with the City Secretary’s Office. Ensures that all boxes are tagged and retrieved in a timely manner.
7 Oversees office inventory, ensuring that supplies are always stocked. Must keep up with the need of ink for plotters and the canon printer.
8 Responds to incoming SDC-Email requests and assists walk-in customers, Dallas Central Appraisal District staff, and answers email requests with research of records, retrieving and re-shelving of plans, and provide information as needed within a timely manner.
9 Ensures that there is a back-up to Small Daily Scans – Responsible for all incoming small documents to be scanned and indexed into our OnBase system.
10 Serves as a back-up for Subpoenas; follows written instruction to meet the requirements.
11 Performs Quality Control (QC) on indexed documents ensuring accuracy.
12 Serves as back-up for Front Desk staff as needed: accepts payments for copies and services, returns microfiche, microfilm, aperture cards and all plans in proper place by COB.
13 Serves as back-up to research and complete CAO certified affidavit requests, as needed.
14 Reviews documents for accuracy in OnBase: identifies errors, notifies appropriate staff, documents and corrects errors accordingly.
15 Reports plotter meter numbers, if necessary, see that research material are returned to its original location.
16 Performs other related duties as assigned.
Knowledge and Skills
1 Knowledge of correct grammar, spelling, and punctuation.
2 Knowledge of cash handling and accounting procedures.
3 Ability to provide exceptional professional customer service.
4 Ability to attend to routine tasks and check paperwork for accuracy and errors.
5 Ability to excel in a fast-paced environment.
6 Ability to use office machines including computer, copier, fax machine.
7 Ability to maintain records journals and files.
8 Ability to write clear and accurate reports.
9 Ability to deal tactfully and courteously with the public and other city employees.
10 Ability to handle difficult and unusual situations.
11 Ability to teamwork in daily responsibilities and adhere to City of Dallas policies and procedures.
12 Communicating effectively verbally and in writing.
13 Establishing and maintaining strong working relationships.
Minimum Qualifications
EDUCATION:
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High school diploma or GED.
EXPERIENCE:
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Two (2) years of heavy customer service or general office/administrative experience.
EQUIVALENCY:
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Associate degree (or higher) in a business/public administration field will meet the education and experience requirements.
PREFERENCES:
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Spanish/English bilingual skills a plus.
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Knowledge of SAP.
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Knowledge of Chapter 52 Administrative Procedures for the Construction Codes.
Experience handling permits within a municipal government which involved collecting/recording fees, calculating balances/totals, and posting revenues to the general ledger.
Salary Range
$22.32 - $24.56
The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.
City of Dallas is an Equal Opportunity Employer.
