Shrewsbury, Missouri



TITLE:Part-Time Building & Housing ClerkFLSA:Non-ExemptREPORTS TO:City Clerk DATE: December 4, 2015General Summary:The position functions as a highly responsible, part-time clerical position in the Building & Housing Department, underneath the supervision of the Administrative Department of the City. This position performs general office work for the entire Administrative Department, performs all Building and Housing tasks and procedures, and assists the City Clerk with all other administrative tasks as directed. Works under the general supervision of the Director of Administration and under the direct supervision of the City Clerk, performs general clerical and secretarial tasks and interacts continuously with the general public in the administrative offices. Responsible for answering telephones, processing mail, scheduling housing inspections, issuing occupancy and building permits, accounts receivable, and must be proficient in basic computer skills.Job Functions and Responsibilities:The essential functions and duties of the position are listed below. However, the duties listed are not intended to be exhaustive in nature, and the extent of the duties is not limited to the lists below. Additional duties may be added from time to time at the City’s sole and absolute discretion. Essential:Performs all functions related to the scheduling of inspections, creation of notices, issuance of permits and all certificates of compliance Maintains all Building and Housing department files. Includes maintenance of both electronic and hardcopy databases related to all properties and projects within the City Handles all accounts receivable for the Building and Housing Department, including the collection of payments, the issuance of receipts and the preparation of bank deposits Type, draft, and transcribe as required, all correspondence relating to the issuance of violations as determined by the City’s Building Commissioner and various inspectors Maintains property files for each parcel in the City, responsible for updating files and for data retrieval upon request Receive all resident complaints, serve as first line of interaction with the public including but not limited to the receipt of general public calls, comments, and complaints, handling issues when possible, and assisting the general public with achieving a solution when possible Answer phones and direct them as requiredProvide general information as requiredScreen calls for various City departmentsOpen, sort and distribute daily mail Receive and route fax transmissions as requiredPrepare all mailing Assist customers at front office and deskProcess and schedule all interior & exterior housing inspectionsIssue all occupancy permits, auto stickers, pet tags and maintain resident filesAssists in the procurement of materials and supplies and helps maintain and manage the general office supplies inventory of the Administrative Department, Building and Housing Department and Finance Department Schedules appointments; coordinates schedules; registers personnel for conferences, classes, and seminars; makes travel arrangementsInputs data to standard office and department forms; makes simple postings to accounts; compiles data for various reportsAssists the City Clerk and AP/Payroll Clerk/Licensing Coordinator in the issuance of business, liquor, vending, and solicitation licensesAssists in the preparation of and monitoring of work orders and purchase ordersPerform all other general Building and Housing Department and Administrative Department work under the direct supervision of the City Clerk Important:Assist City Clerk in the performance of all City Clerk related duties including but not limited to the following:Assist in the preparation of all Board and Commission packets, including assembly and distributionIn the absence of the City Clerk, attend all Board and Commission meetings and take minutes Assists in the drafting and editing of all Board and Commission minutesAssists in drafting department head reports and Board correspondence as directedAssist the City Clerk in the performance of all work related to the fulfillment of records requests pursuant to the Missouri Sunshine LawAssists the City Clerk in research and analysis on special projects assigned by the Director of AdministrationAssists the City Clerk in maintaining all city records, including ordinances, resolutions, election documents and meeting minutes Assists the City Clerk in assembling, drafting and perfecting ordinances, resolutions, and proclamationsAssists the City Clerk in all other duties as assigned.Required Knowledge, Skills and Abilities:High School diploma or completion of G.E.D.Ability to communicate effectively both verbally and in writingStrong organizational and customer service/public relations skillsAbility to work well in a fast paced office environment both independently and as member of a teamGeneral knowledge of office equipment (computers, copier, fax, telephone, scanners, etc.)Strong multi-tasking skills and work well under pressure Detail oriented and attention to accuracyStrong problem solving skillsPreferred Knowledge Skills and Abilities Customer service experience. Preferably in local municipal workKnowledge in maintaining and recording Board minutes and municipal recordsIntermediate experience with Microsoft Office software (Word, Excel, Outlook, PowerPoint, etc.)Experience in records managementAbility to work well with City officials, staff and the general publicFlexible schedule and available to work extended hoursKnowledge of municipal services, ordinances and regulations Physical Demands:Required to frequently sit, reach, grasp/hold, keyboard, stand, walk, and lift up to 50 pounds, push/pull, bend and squatRequired to occasionally climb stairsThe above statements are intended to describe the general nature and level of work being performed by employees assigned this classification. They are not to be construed as an exhaustive list of all job duties or roles performed by personnel so classified. Their intent is also to be compliant with the Americans with Disabilities Act.The qualifications listed above are guidelines. Other combinations of education and experience, which could provide the necessary knowledge, skills, and abilities to perform this job, may be considered. ................
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