Administrative Secretary

Provide all administrative and secretarial duties to assist in all areas of the Code Enforcement Department. This position reports to the Code Enforcement Manager.

• Provide assistance to all staff members and citizens.
• Assist supervisors on projects as needed.
• Provide all administrative and secretarial duties.
• Greet all public on phones and in person.
• Perform a variety of clerical tasks that require independent action and perform assigned duties.
• Answer phones and assist caller as necessary.
• Process all invoices, purchase orders, blanket purchase orders, direct purchase orders, travel requests, and direct payment requests.  
• Assist with budget preparation. 
• Maintain and order all office and vehicle supplies.
• Prepare and send payroll for department.
• Track employee leave and absenteeism.
• Complete all Personnel Action Forms and Personnel Requisitions.
• Maintain personnel files.
• See that all licensing is up to date annually and renewed for each officer.
• Open cases on citizen complaints and give to appropriate officer for the area.
• Review and assign cases that the department receives from the City of Tyler app and website. 
• Maintain files on all city addresses that have had code violations.  
• Pull files for officers on properties, maintain bill files for mowing of lots and lien files waiting for liens to return from county clerk.
• Assist title companies, owners, and attorneys with filing, payoffs and releasing of liens.
• Maintain information in various files on computer.
• Maintain City of Tyler document filing account with the County Clerk’s Office.
• Prepare and send payoff letters for liens.
• Create, record, and mail certified and regular mail for department. 
• Send reminder letters for weed lot bills if citizen has a payment plan set up.
• Keep up with payments received on payment plans, record payments and amount still owed.
• Keep reminders in calendar to send letters when payments are not received on payment plans and to file lien if agreement is not met.
• Sign and notarize all forms as needed for officers and other City employees.
• Dispatch officers by radio and maintain radio contact for safety concerns.
• Receive all incoming revenue for the department and send to finance for posting. 
• Post to citizen accounts in H.T.E. and remove from calendar for filing lien or prepare release of lien if paid off and close lien out if paid in full.
• Must be able to file alphabetically and work with deadlines.
• Must be able to work with minimal supervision and able to spend long hours working along in the office.
• Must be able to dispatch calls on the phone, radios, and in NexTraq as well as keep up with officers checked out at locations.

OTHER JOB FUNCTIONS:

• Track employee anniversaries and birthdays.
• Gather and distribute daily mail.
• Sign for subpoenas as needed.
• Performs other related duties as assigned. 

SKILLS, KNOWLEDGE AND ABILITIES:

• Must be able to use a variety of office machines and equipment including computer, calculator, fax, printer, copier, scanner, multi-line telephone, two-way radio, letter folder, etc.
• Must have a working knowledge of Microsoft Office, specifically, Excel, Word, PowerPoint, and Outlook.  
• Must be able to learn H.T.E. software and how to create cases and work orders, bills and liens.  Must be able to read GIS mapping and districts for code enforcement officers.

Education and Experience: High School Diploma or GED required; some college preferred. Must have at least one (1), preferably at least three (3) years of experience in an office setting. Must be able to type 35wpm net after errors and be able to provide documentation of such dated within one (1) year of application date from the East Texas Workforce Center or a licensed staffing agency.

Salary : $21