This is varied customer service and clerical work, which involves moderately complex work methods and problems. Work requires the exercise of initiative, independent judgment, confidentiality, discretion in handling delegated administrative details, and the performance of various clerical duties. Work is performed under general supervision of the Managerial Accounting Coordinator.
Examples of Duties:
• Provides customer service on the telephone and at the customer service counter. Makes appropriate referrals when necessary.
• Prepares, types, or revises correspondence, reports, studies, memos, staff reviews, hearing notices, etc. for the Community Development Department and Planning Office and staff.
• Responsible for mailing hearing notices and following through with City Clerk, meeting time deadlines.
• Photocopies and mails packets for the Technical Review Team and Historical Preservation Commission.
• Responds to questions requiring knowledge of City and department policies and procedures
• Performs Assessment support functions including: downloading and maintaining the digital photo database; creating Apex Sketches; creating & mailing assessment letters; printing & distributing property record cards, etc
• Performs general clerical duties such as typing, filing, and data entry.
• Types, distributes and maintains records for agendas, reports and minutes.
• Issues, records and files various permits.
• Creates billing for various permits.
• Prepares and maintains department files, records and reports.
• Processes all internal and external mail including collecting, sorting and distributing.
• Orders and maintains office and machine supply inventory, order forms and publications.
• Maintains department's daily follow-up system.
• Processes all billing; receives cash/check payments for records; cash receipting; orders office supplies & equipment.
• Prepares purchase authorizations and reconciles procurement cards monthly
• Prepares monthly and quarterly department reports.
• Creates and updates establishment lists and client lists. Prepares mass mailings as assigned.
• Updates payroll records and vehicle information
• Performs other duties as assigned.
• Maintains regular punctual and predictable attendance, works overtime and extra hours as required.
• Prepares agendas, reservations and notices for meetings, conferences, training, etc.
• Create and run Sequel queries & street listings.
• Performs duties of other clerical staff in the department as needed.
• Assists with correspondence and delivery of various information.
• May be asked to make accommodations for out-of-town meetings for staff
Experience in general clerical work; graduation from high school plus additional training of at least one year of college, business, technical or secretarial school (including or supplemented by courses in typing, computer use, office practices and clerical subjects); or any equivalent combination of experience and training that provides the following knowledge, abilities and skills:
• Ability to maintain confidential.
• Ability to multi-task.
• Ability to establish and maintain effective working relationships with other employees and the public and to deal with public relations problems courteously and tactfully.
• Skill in the operation of microcomputer software, CRT, typewriters, photocopy machines, mail/copy center related equipment and other standard office equipment
• Ability to type dictation
• Proficient with Microsoft Office Products: Word, Excel, PowerPoint and Publisher.
• Knowledge of an email/scheduling program such as Microsoft Outlook or GroupWise.
• Strong oral and written communication skills.
• Thorough knowledge of all license/permit processes and the ability to distinguish specific variables for each license/permit type.
• Ability to use a GIS Viewer
• Knowledge of U.S. Postage Service regulations and procedures.
• Knowledge of business English, spelling, telephone, etiquette, vocabulary and arithmetic.
• Knowledge of modern office practices, procedures and equipment.
• Knowledge of the quality improvement process (QIP) and strong team orientation.
• Knowledge of departmental rules, regulations, procedures and functions.
• Ability to work without immediate supervision.
• Ability to work accurately under pressure.
• Ability to prioritize and meet deadlines.
• Ability to understand and effectively carry out oral and written instructions.
• Ability to make minor decisions in accordance with laws and regulations and to apply these to work problems.
• Ability to maintain office records, compile data and to prepare accurate reports.
This position will have increasing variety, complexity, need for research, initiative and judgment to resolve issues and questions.
The successful candidate will have the ability to research records to answer questions, provide information and referrals concerning services and projects, and will take appropriate action to resolve problems.
Responsibilities for the Community Development/Planning staff include, but are not limited to, establishing and maintaining logs, files and similar records systems; composing correspondence; checking the work of others for errors or omissions; gathering statistical information to be used for reports and entering data into computers. Other duties may include, but are not limited to: nonprofessional planning support tasks such as maintaining and updating community development records; and assisting in the administration, tracking, and processing of land use applications, zoning issues, and building and utility permits and applications.
This position works regularly with diverse groups of people and organizations.
This position requires the ability to multi-task at a high level of efficiency; ability to solve detailed problems while maintaining substantial attention to detail; and to type or word process at a high level of efficiency and speed. This position requires the ability to be cross-trained and to assist other positions as directed.