The purpose of this position is to provide significantly complex administrative and clerical support to the Community Services and Neighborhood Services departments, and the associated management personnel. Provides for professional, effective and efficient customer service assistance to the general public and City employees.
Essential Job Functions represents 20%-50% of working time on a regular basis, subject to the varying demand of specific functions. All functions listed below are considered essential and are expected to be completed regularly and efficiently by any incumbent. Regular, punctual and on-site attendance is essential for all functions listed below:
1. Responsible for assisting with and completing a wide variety of advanced administrative and clerical duties, to include but not limited to:
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Ensures quality customer service to the general public and City employees by responding to inquiries and/or complaints in a timely and professional manner.
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Composes numerous forms of correspondence such as memos, letters, reports, public notices, and miscellaneous documents.
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Coordinates travel arrangements, monitors account expenditures, processes invoices, and oversees payroll for Community Services.
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Acts as Records Retention Manager for department. Assists with Council Agenda items and Budget preparation as needed. Processes liens, public information requests, invoices, and supplies requests and assists with budget tracking for Neighborhood Services.
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Provides Code Officers assistance with short- and long-term rental licenses and multifamily licenses.
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Assists the Customer Success Representatives with permitting and code issues as necessary.
2. Assists customers with the citizen self-serve permit portal and Health Department functions, to include but not limited to.
Monitors permit and inspections email boxes and processes or distributes as needed.
Processes third-party inspection requests and reports. Monitors permit software for permits that need further action.
Processes plan review submittals, resubmittals, expired permits, and revisions in permit software.
Finishes commercial certificate of occupancy process and issues certificates.
Completes workflow and permits in software after review is approved. Processes extensions, cancellations and expedited requests.
Assists the Health Department with permits, tracking payments, and issuance of licenses.
Processes grease trap trip tickets.
Monitors and processes health permit renewals.
3. Completes special reports or projects as requested. This may include serving on committees, assisting Boards and Commissions for the City, and organizing special events. Serves as recording secretary for the Zoning Board of Adjustment. Process applications for the Zoning Board of Adjustment.
May perform other related duties within scope of essential functions listed that are not explicitly designated.
A high school diploma with at least six months of post-secondary education (college, trade school, etc...).
A minimum of three years of related experience is required.
Notary Public certification is required to be attained within the first 6 months of employment.
Employment is conditional upon successful completion of a criminal background check.