Civil Service

Job ID:
ANNOUNCEMENT NO. V51 FY 19-20 ENTRANCE & PROMOTIONAL

Issue Date:
FEBRUARY 11, 2020

Department:
INSPECTION AND CODE ENFORCEMENT

Application Deadline:
Extended until 8:30 PM, FEBRUARY 28, 2020

General Statement of Job:
Under general supervision, performs a variety of moderate to difficult clerical work in providing support of operations of the department. Work involves providing customer service to the public in support of issuing permits and subcontractors filing applications of on-going construction; working directly with Inspectors to verify all construction; answering the telephone; performing data entry and scheduling; researching data; filing and typing reports; performing mailing; balancing cash drawers; etc. Reports to the Office Manager.

Specific Duties and Responsibilities (This is descriptive, not restrictive as to all tasks included in this position):
ESSENTIAL JOB FUNCTIONS Clerk III�s perform a variety of clerical work according to assigned work and/or supervisor. Duties may include the following: Assists the public at the counter to filing for permits and subcontractors with ongoing construction. Schedules permit applications with Inspectors for review; issues permit to customer after approval; posts data into computer upon approval; collects payment for permit; writes receipt for customer; posts payments. Posts all information into computer that a subcontractor is doing construction; performs research if there was a permit issued; posts information into permit data; issues a new permit when needed; calculates and collects payment; writes receipt; posts payments; schedules inspections ready to be viewed; files documents. Answers telephone; schedules requested inspections; researches information needed to assist public with their permit or any information needed to assist the public. Assists subcontractors filing for renewal or new license; copies required documents; posts information into the computer; collects license fees; writes receipts to customers. Distributes to Inspectors the licenses to be signed; verifies printed license; makes corrections; sets up files for each subcontractor; mail license-to-license holder. Copies and prints necessary applications forms when needed. Relieves switchboard when needed. Performs mail run daily and postage for outgoing mail. Distributes rodent control to the public. Sets up new contractor files for electrical, plumbing, and mechanical applications Runs reports necessary to finalize daily cash deposits; verifies and balances cash deposits; posts cash drawer; makes copies and itemized report; submits to Finance Department to finalize. Copies Inspectors daily schedule; compiles necessary paperwork; researches all postings for permits for Inspectors review upon inspection; reschedules any inspections if necessary; posts results of inspections. Checks garage sales in newspaper; sends notices to individuals needing a permit. Sets up new files for building permit applications and Inspector�s books with date and time for scheduling. Compiles previous year�s files and completed building permit blueprints for storage. Receives and/or reviews various records and reports such as permit applications, subcontractor applications, Inspectors� schedules, cash receipts, license renewal, complaints, code violations, etc. Prepares and/or processes various records and reports such as Inspectors� schedules, building permit report for newspaper, reports to close cash drawer, complaints, City actions, work orders, etc. Refers to building permit, subcontractor filings, Inspectors� schedule, telephone book, Ordinance book, logbooks, policy and procedure manuals, codes / laws / regulations, publications and reference texts, etc. Operates a variety of office equipment and machinery such as printer, copy machine, adding machine, fax machine, label maker, computer, telephone, typewriter, etc. Uses a variety of tools such as stapler, standard office tools, etc.; a variety of supplies such as receipts, applications, miscellaneous forms, general office supplies, etc.; and a variety of computer software such as Accu-Term, Microsoft Word, Microsoft Excel, Jeffnet, Dymo Label, Internet Explorer, etc. Interacts and communicates with various groups and individuals such as Office Manager, contractors, subcontractors, Inspectors, office staff, other City department staff, Council representatives, and the general public. May perform with following duties when responding to complaints: Receives complaints from the public; completes complaint form. Enters information into the computer; retrieves item number for each complaint. Distributes complaints to Inspectors; receives results from Inspectors; enters results into computer. Locates owner of property, owner identification, and property identification for property; verifies correct owner identification and property identification are attached to item number; creates new owner identification when necessary. Generates summons number for each item/legal notice for mailing; enters each summons/legal notice in computer; prints each legal notice and labels; prepares legal notice for certified mailing; completes check; verifies forms when certified mail is returned; distributes to Inspectors to re-inspect property. Compiles and sorts information that is needed for preparing property for City action; makes copies of information; checks for previous activity for property; enters information into the computer and logbooks; forwards information to the Director�s office; files information. Creates new files. ADDITIONAL JOB FUNCTIONS Performs assigned special projects. Signs for summons. Performs general administrative/office duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, establishing and maintaining filing systems, etc. Performs other related duties as required.

Communication Skills:
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes the receiving of information and instructions from supervisor.

Physical Requirements:
Must be physically able to operate a variety of types of office equipment and machines including a typewriter, calculator, copier, telephone, etc. Must be physically able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Position involves sedentary work which requires sitting most of the time, but may involve walking, standing, fingering, feeling, reaching, and handling for brief periods of time. Must be able to lift and/or carry weights of approximately ten pounds.

Mental Involvement:
Requires the ability to apply principles of rational systems such as secretarial science in order to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Minimum Training and Experience Qualifications:
Requires a high school diploma or equivalent supplemented by two to three years of administrative experience including such fields a bookkeeping, legal secretary, administrative assistant, account clerk, or other closely related work duties but also included customer service/public contact duties.

Interpersonal Relationship Skills:
Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.BUT AL

Test Required:
RATING OF TRAINING AND EXPERIENCE . . . . . . . Weighted 100%

Salary Requirements:
$12.0159 PER HOUR / 35 HOURS PER WEEK

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