Education and Experience: High school diploma or equivalent. Two to three years of experience in general office practices, procedures, and equipment or any combination of education, training, and experience which provides the required knowledge, skills, and abilities.
Knowledge: Office administrative and secretarial practices and procedures such as business letter writing and operation of standard office equipment including personal and networked computers, Microsoft Office software, Adobe software, and web browser based software. Record keeping, report preparation, filing methods, and records management techniques. Correct English usage, both verbal and written; standard business arithmetic, including percentages and decimals. Basic accounting and/or purchasing methods and procedures.
Skills: Proficient use of Microsoft Office and Adobe. Analytical skills necessary to perform numerical calculations for accounting and record keeping purposes. Ability to read and utilize maps/GIS maps; data entry; proof reading skills. Interpersonal skills necessary to effectively interact with internal staff, citizens, and other departmental staff in order to give and extricate information in a courteous and friendly manner. Excellent communication skills, both verbal and written. Organizing and prioritizing tasks and maintaining filing and record keeping systems, both manual and electronic. Ability to research legal aspects of real property and ownership thereof and properly enter the information into the web-based software; use various forms of multimedia to receive and transmit digital photos.
DUTIES AND RESPONSIBILITIES: Answers phone and routes calls, provides public with general information regarding department services, and responds to general public requests. Interfaces with the public to assist with providing and verifying information, processing transactions, assisting with issuing annual licenses, verifying accuracy for violation abatement payments, and providing services related to the Code Compliance Division. Researches departmental records in response to citizen requests and generates various reports. Enters complaint/violation cases into software system for processing. Processes and prints daily violation notices, prepares bulk mail and certified mail transactions, ensures daily mail is processed and hand-delivers items to the local Post Office. Assists with generating and processing work orders and other documents related to abatements, ensuring accuracy with contract and department policies. Assists with administering invoices, procurement activities, and vendor relationships; preparing weekly and monthly reports. Responds to Action Center requests and coordinates with appropriate staff; maintains and monitors manual and/or computerized recordkeeping and filing systems; reviews, code, enters, posts, and tabulates data; manually files documents by designated sorting methods. Inventories and orders office supplies, equipment, uniforms, etc. to maintain sufficient inventory for departmental usage; completes and maintains departmental purchase orders. Prepares and processes personnel and payroll records for the Division, and maintains confidentiality. Complies with departmental policies and procedures. Performs other related duties as required or assigned.
Mental and Physical Abilities: Ability to concentrate and pay close attention to detail with creating and proofreading notices and legal documents with constant breaks in concentration. Ability to receive and follow oral and written instructions; work independently and apply sound judgment when resolving problems and complaints. Ability to work under pressure and meet deadlines; work with confidential information and maintain confidentiality of said records. Limited amount of physical effort required associated with walking, standing, lifting, and carrying light objects (less than 25 lb.) 5-10% of work time. Ability to maintain regular, predictable and punctual attendance.
WORKING CONDITIONS: Work is performed in a normal office environment with little or no physical discomforts associated with noise, dust, dirt and the like.
Additional Information: Final candidates will undergo spelling and typing skills assessment. Selected applicant must pass a background investigation and drug screen.
