Clerical Assistant II Part-Time Building

Under supervision of Building Department Director or assigned staff, prepare documents for scanning, enter fields into identification metadata, then operate document imaging equipment to create quality electronic files or archives, and most importantly, verify image.  Images are to be stored according to the City’s Records Management Policy.  Troubleshoot and make adjustments to equipment when necessary.   Upmost discretion and care of historical and sensitive documents is required.  

• Sort relevant building permit documents contained in property files to prepare for scanning.
• Scan paper files, building plans, surveys, site plans, photographs, charts/graphs into electronic storage; correcting the color and manipulating the images as needed.
• Proficient attention is required to index the files according to existing file systems or the creation of new categories within the storage database.  Correct spelling is imperative.
• Image verification and metadata proofreading is expected and required.

• Maintain production area in neat and orderly condition.
• Provides assistance to other departments and the public in the gathering and relaying of information as needed.

ADDITIONAL FUNCTIONS

• Performs other related job duties as assigned.

Emergency Declaration Status:
Essential employees may be required to work during an undeclared emergency and/or declared emergency.  On an incident-by-incident basis, the employee’s department head will make the determination as to who will be required to work. Education and Experience:

• High school diploma or equivalent; 
• Supplemented by one-year progressive public relations experience. 
• Ability to understand and sort construction related documents for archival purposes.

Special Qualifications:

• Possession of a valid, State of Florida driver’s license to operate a motor vehicle. Requirement exists at the time of hire and as a condition of continued employment. 

Knowledge, Skills and Abilities: 

• Ability to use personal computer, desktop scanner, plans scanner.
• Knowledge of various software programs including the ability to use Windows, Word, Excel, Laserfiche and other City software.
• Knowledge of modern office practices and procedures, including filing and the operation of standard office equipment.
• Knowledge of research and problem-solving techniques.
• Knowledge of principles and procedures of record keeping and inventory management.
• Knowledge of basic mathematical principles.
• Knowledge of correct English usage, including spelling, grammar, and punctuation.
• Knowledge of construction plans or real estate or building permits is preferred. 
• Ability to establish and maintain effective working relationships with those contacted in the course of work such as Directors, Supervisors, and City Staff to ensure proper service to the public is being delivered.
• Ability to comply with City policies and statutory requirements.
• Ability to interpret and explain complex information in a clear and understandable manner.
• Ability to exercise independent judgment.
• Ability to understand and carry out oral and written instructions.
• Ability to communicate clearly and concisely, both orally and in writing.

Desired Traits:  
Must be extremely accurate and detail oriented; must take pride in work product; must use discretion with sensitive organizational information; believe in teamwork and collaboration; believe in continuous learning; demonstrate ethical behavior; and be supportive of change.
Performance Aptitudes:
Data Utilization: Requires the ability to review, classify, categorize, prioritize and/or analyze data and/or information. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to exchange information for the purpose of obtaining information or clarifying details. Performs such within policies, procedures and standards. Requires the ability to meet and deal effectively with the staff members, citizens and other contact persons using tact and good judgment. Includes receiving instructions, assignments or directions from superiors.   
Language and Communications Ability:  Requires the ability to keep the supervisor informed of potential problems or unusual events. Requires the ability to respond to inquiries and concerns in a timely manner. Requires the ability to speak to people with poise, voice control and confidence. Requires the ability to deal with people beyond giving and receiving instructions. Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words.  Hearing: perceiving nature of sounds by ear.) Must be able to communicate via a telephone. Must be adaptable to performing under stress and when confronted with persons acting under stress.   Maintain all appropriate records as instructed.   
Functional Reasoning:  Requires the ability to apply rational systems to solve practical problems; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form. Demonstrate initiative in identifying potential problems or opportunities for improvement. 
Verbal Aptitude:  Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently using the English language. 

ADA COMPLIANCE
Mobility: constant use of keyboard; repetitive motion of wrists, hands, and fingers; sitting or standing for sustained periods of time; occasional bending or squatting; hand dexterity is needed to remove staples/metal fasteners.  Lifting: occasionally up to 10-25 pounds.  Vision: consistent use of overall vision; frequent reading and close-up work; occasional color and depth perception.  Dexterity:  requirement repetitive motion; frequent writing; frequent grasping, holding, and reaching.  Hearing/Talking: frequent hearing and talking, in person and on the phone.  Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.  Environmental: minimal exposure to noise.
Additionally, the following physical abilities are required: 

• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Crouching: Bending the body downward and forward by bending leg and spine.
• Standing or Sitting: Particularly for sustained periods of time.
• Visual Acuity: Including color, depth perception, and field vision.

WORK ENVIRONMENT
Tasks may include exposure to adverse environmental conditions such as dirt, dust, pollen, wetness, humidity, fumes, temperature, and noise.

Salary : $17