Administrative Clerk/Building Assistant

Summary: The Administrative Clerk/Building assistant is a routine clerical position. This person will be responsible for maintaining administrative duties within City Hall and primarily assisting the Building Department and Revenue Department with administrative tasks.

Essential Duties and Responsibilities include the following.  Other duties may be assigned.

Pick up and deliver mail at the post office. Opens, sort, and distribute mail and bulletins.

Performs receptionist duties for City Hall including answering the phone, fielding incoming calls and relaying information to others accordingly, as well as greeting people who enter the lobby and making sure they are assisted or directed to the appropriate department.

Operates a computer, calculator, postage machine, phone system, copier, and other office machines after a training period in the performance of routine operations.

Use accounting software to assist with issuing business license renewals, permits, and posting of daily cash receipts received by other departments.

Pick up deposits/correspondence from other departments within the City and make deposits at various financial institutions.

Answer inquiries and obtain information for general public, customers, visitors, and other interested

parties.

Orders office and cleaning supplies for City Hall and the Building Department, as well as books for the library as requested.

Maintains an organized and accurate filing system for the Building and Revenue departments.

Ensure front lobby table is stocked with forms for the public (i.e. employment applications, building permits, business license applications, etc).

Assists planning and zoning with looking up addresses to determine if they are within the city limits.

Assists the Building Department and builders with permits, scheduling building inspections, sending certificates of occupancy, and sending correspondence regarding turning power on as needed.

Use building software to manage building permits, maintaining subcontractor lists, inspections, and to keep track of building projects to ensure accurate updated information for the building official and building department.

Supervisory Responsibilities:  No           

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications:

High school diploma or general education degree (GED)

Customer service experience needed.

Must be lawfully eligible to work in the United States.

A criminal background check will be performed for this position.

Must have a valid driver’s license.

Proficient in Microsoft applications including Excel, Word, Outlook, and Adobe.

Knowledge, Skills and Abilities:

Working knowledge of business English, spelling and arithmetic.

Working knowledge of office practices and procedures.

Ability to understand and follow oral and written instructions.

Ability to learn assigned clerical tasks readily and to adhere to prescribed departmental routines.

Ability to make mathematical computations and tabulations accurately and with reasonable speed.

Ability to establish and maintain effective working relationships with other employees and the public.

Must be able to effectively deal with the public and other government agencies in a calm, professional and courteous manner.

Ability to consistently deliver excellent customer service, internally and externally.

Must have knowledge of basic bookkeeping, accounting and financial record keeping procedures.  

Some knowledge of financial terminology is also required; ability to compute, classify, and record numerical data to keep financial records complete.  

Must possess or be able to acquire knowledge of all office equipment, which includes but is not limited to computers and related operating software, phone systems, and other devices as required.

Ability to manage multiple priorities simultaneously and complete tasks with minimal supervision.

Must be detail oriented and self-motivated.

Strong organizational skills.

Strong communication skills including writing, speaking, and non-verbal.

Have the ability to process and prioritize information in an efficient manner.

Knowledge or the ability to acquire knowledge of all city and departmental policies and procedures.

Must be able to maintain confidentiality of all information, including taxpayer information.

Must have the ability to sit at a desk for long periods of time.

Must be punctual, dependable, follow instructions, and respond to management direction.

Physical Demands:  The physical demands described here are representative 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.

Prolonged periods of time sitting and standing. 

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 The work environment may become stressful at times.