Office Associate - Inspections Department

Under general supervision, provides moderately complex, specialized clerical support to a specific functional area or a first level manager. Knowledge of the department, phone etiquette, ability to clearly communicate with others, and good typing skills are critical to this position. Duties include a variety of clerical tasks and communication with City staff and the public. Work is reviewed through conferences, observation of work, and written reports for results obtained and adherence to established policies and procedures.

• Reviews applications for completeness, enters details in the computer system, and routes applications for review. 
• Answers phone and receives inquiries and/or complaints, providing information based on general knowledge of codes and office procedures or referring callers to appropriate personnel as necessary; schedules appointments by phone and records appointment details electronically. 
• Initiates and responds to emails regarding inquiries, complaints, and/or applications. 
• Utilizes computer system and various word processing software, spreadsheet and/or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary. 
• Maintains filing system of Public Records including correspondence, forms, cards, receipts and reports; maintains log books, ledgers and/or other tracking documents.
• Operates automated office equipment including computer, scanner, photocopier, printer, calculator, etc. 
• Prepares mail to be sent following established procedures; opens, sorts and distributes mail. 
• Notarizes documents for City staff. 
• Performs other duties as assigned.

• High school diploma or GED.
• Supplemented by a minimum of one (1) year of general clerical experience including cashiering, computer operations and public or customer service; or an equivalent combination of training and experience.
• Must have typing skills and proficiency with a varied range of computer application programs.
• Must be able to type at a rate consistent with departmental needs.

• Knowledge of municipal and departmental rules, regulations, practices and procedures.
• Ability to understand and follow oral and written instructions. 
• Knowledge of and ability to use business English.
• Ability to communicate information tactfully and impartially.
•  Ability to maintain a high level of attention to detail and accuracy in a variety of tasks
• Ability to establish and maintain effective working relationships with fellow employees, superiors, contractors and the general public.
• Ability to learn pertinent codes, laws, ordinances, rules, regulations, policies and procedures. 
• Ability to handle reasonably necessary stress.
• Notary Public certified or a willingness to obtain Notary Public certification. 
• Ability to make arithmetic calculations with speed and accuracy.
• Knowledge of modern office terminology, methods, practices and procedures. 

• Duties may involve some physical effort, i.e., some standing and walking, or frequent light lifting (5 - 10 pounds); or minimal dexterity in the use of fingers, limbs, or body in the operation of shop or office equipment.
• Duties may involve extended periods of time at a computer. 

• Duties are regularly performed without exposure to adverse environmental conditions.

• This position requires sound perception and discrimination.
• This position requires visual perception and discrimination.
• This position requires oral communications ability.

• Must have a valid driver's license and a good driving record.
• May be required to provide a personal vehicle for use on the job.

Selection of qualified applicants will be based upon a rating of their training, experience and work record. The selection process may include  written and/or oral examinations. Appointment will be made in accordance with City policy and the Civil Service Ordinance and Rules and Regulations. The City reserves the right to evaluate only those applicants who best meet the needs of the City.

Salary : $43,860 - $65,400