POSITION DESCRIPTION



POSITION DESCRIPTION

Class Title: Administrative Assistant - Codes

Grade: F-37.5

Department: Planning

FLSA status: Hourly, Non-Exempt

Effective Date: April 9, 2018

Nature and Variety of Work:

This is an administrative position supporting the Code Enforcement Department that is responsible for managing all aspects of operations of the office. Work is performed in accordance with departmental procedures and rules under the direction of Code Enforcement Officer or respective designee(s).

Essential Duties and Responsibilities:

• Provides assistance, information, forms and permits to the public; receives, reviews, and processes applications for permits and licenses; collects and processes appropriate information, and applies applicable policies and procedures in determining completeness of applications, records, and reports; assess fees; collects payments; issues and approves plumbing, heating, electrical, and other permits.

• Inputs, retrieves and updates data and text information related to building permits, inspections, code and zoning violations, and building and construction activity into various customized data screens and reports.

• Works as a liaison between applicants, city staff, and consultants to ensure information is transferred accurately and timely; explains procedures and requirements to applicants; coordinates review process with other staff members and departments; compiles correction comments from other departments and issues comment letters with permits.

• Reviews property record files in coordination with the Code Enforcement Officer to ascertain that permit applicants have complied with any special development regulations; ensures that permit applicants have obtained required approvals and verifies completion of all Planning Board approvals prior to scheduling and issuing of Certificates of Occupancy.

• Intakes citizen inquiries and complaints.

• Prepares a variety of statistical and narrative reports including permit, inspection, and building and construction activity reports; prepares or updates application forms and informational handouts as needed.

• Reviews and processes applications for permits; reviews for accuracy, completeness, and compliance with established procedures; receives payments for processing permits and performs a daily cash drawer reconciliation.

• Performs general administrative duties, such as: filing; scheduling inspections; answering phones and directing calls; and composing, typing and proofreading a variety of documents.

• Operates a variety of modern office equipment including, but not limited to, printers, copiers, calculators, multi-line phone systems, scanners and fax machines, or other specialized equipment, and personal computers in a windows based computing environment using standard or customized Munis software application programs appropriate to assigned activities.

• Prepares accounts payable and receivables as needed.

• Performs other administrative duties as assigned.

Other Duties:

May act as Recording Secretary for Board of Appeals meetings.

Knowledge, Skills and Abilities:

• Must have strong office management skills and some familiarity with real estate development, property management, building and construction, or a related area.

• Must be able to develop a basic understanding of the Building Code and permitting, land use development, zoning regulations.

• Ability to establish and maintain effective working relationships with City officials, employees, business establishments and the general public.

• Proficiency in Microsoft Office and ability to learn other software applications as required.

• Ability to organize work, set priorities, have excellent oral and written communication skills and the ability to work with minimal supervision.

• Experience in composing and preparing effective correspondence; ability to edit and write report materials.

• Ability to work independently as well as in a team environment.

• Ability to handle payments with a high level of accuracy and balance a receivables/cash drawer.

• Must be self-motivated, organized and able to work at a high degree of accuracy.

• Proficient knowledge of general office equipment.

• Strong time management/organizational skills.

• Ability to communicate effectively orally, electronically and in writing.

Required Qualifications Education and Experience:

High School diploma or GED required, Associate’s Degree is preferred; and a minimum of two years of related experience, and/or any equivalent combination of education, experience and/or training which provides the ability to perform the essential functions of the position.

Physical Demands:

While performing the duties of this job, the employee is frequently required to walk, talk, hear, sit, use hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this position include close vision and the ability to adjust focus. The employee may be required to push, pull, lift and/or carry up to 25 pounds. The noise level in the work environment is usually moderately quiet.

The physical demands and work environment described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above statements are intended to describe the general nature and level of work being performed by individuals performing the work of an Administrative Assistant - Codes. The above is not intended to be an exhaustive list of all responsibilities and duties required.

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