CHARACTERISTICS OF THE CLASS
Under the direction of the Code Compliance Manager, organizes and coordinates administrative duties and office procedures to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. The position requires comprehensive knowledge of all functions and activities of the division. Work involves responsibility for exercising supervision over the administrative 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.
Assist with on-boarding process for new hires.
Coordinate with IT department on all office equipment and software.
Collaborate with HR to update and maintain office policies as necessary.
Assumes the duties of any member of the clerical staff during their absence.
Assists in the annual budget preparation.
Work closely with the other section officials concerning their administration needs.
A. EDUCATION AND EXPERIENCEAssociates degree in office management or high school diploma or GED and five (5) years of secretarial experience at the full performance level. Experience in construction permitting, inspections and construction procedures. Must be skilled in the use of personal computers and word processing with specific experience in Word, Excel, Building Department software and relational databases.
B. KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of current office procedures and practices in planning and organized work to meet goals and objectives.
Knowledge of construction practices, procedures and terminology.
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 - 07/18/22018