CHARACTERISTICS OF THE CLASS
Under the direction of the Code Compliance Director, performs responsible administrative support work. The position requires comprehensive knowledge of all functions and activities of the division. Work involves responsibility for exercising supervision over the clerical staff and control of the records and files for the division. Position requires the exercise of initiative, independent judgment and diplomatic skills in explaining policies and working effectively with city personnel, officials and the general public. Work assignments are received orally and in writing. Work is reviewed through observation, conferences and for results obtained. Performs other work as required.
EXAMPLES OF DUTIES
A. ESSENTIAL FUNCTIONSAssigns work, provides instruction and sets priorities in work assignments to clerical staff. Reviews the work of subordinates for accuracy, evaluates employee performance, completes evaluation forms and reviews with employees.
Process and track status of building permits.
Maintains and prepares divisional records, correspondence and reports for meetings, notices, agendas and other matters.
Prepares and replies to correspondence from dictation instruction or on own initiative, compiles and prepares reports, searches files and other sources to develop background material and information.
Makes travel arrangements, completes necessary paperwork and maintains record of itinerary.
Answers inquiries by telephone or correspondence on matters related to work of the division and related division policies and procedures.
Interview applicants for full/part time positions when positions open.
Provides support for division computer systems working closely with vendors.
B. MARGINAL DUTIES
Assumes the duties of any member of the clerical staff during their absence.
Assists in the annual budget preparation.
A. EDUCATION AND EXPERIENCEEducation equivalent to completion of the twelfth school grade and five years secretarial experience at the full performance level, or any equivalent combination of acceptable training, education and experience. Must be skilled in the use of personal computers and word processing with specific experience in Word, Excel and relational data bases.
B. KNOWLEDGE, SKILLS AND ABILITIESKnowledge of current office procedures and practices in planning and organized work to meet goals and objectives.
Skill in the use of a personal computer and various application programs.
Ability to make independent decisions to assist in routine managerial decisions.
Ability to work effectively and courteously with the public and other employees.
Ability to follow complex written and oral instructions.
Ability to carry out a wide scope of clerical procedures.
Knowledge of current management methods and practices.
Ability to compose effective and accurate correspondence and reports.
Ability to deal with non-routine matters in a tactful manner.
Ability to communicate clearly, both orally and in writing.
C. PHYSICAL AND MENTAL REQUIREMENTS
Ability to speak, hear and understand conversation in English in a normal tone of voice, both in person and by telephone.
Ability to learn complex tasks and remember how to complete tasks without assistance once trained.
Ability to use a variety of office equipment. Dexterity, including fine motor skills required.
Ability to lift, carry, push and pull items which weigh up to 15 pounds.
Ability to carry items for a distance which ranges from 10 feet to no more than 100 yards.
Ability to bend, kneel or squat and stay that way for periods between one and ten minutes.
Ability to move back and forth and sideways while in a bending, kneeling or squatting position.
Ability to sit for periods of up to four hours consecutively.
Ability to carry on a conversation with the public and other staff members.
Ability to work in a busy environment and around noises.
THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.
Revision Date - 12/15/00