NBF-OVBClk-CTY Ordinance Violations Bureau Clerk

SALARY: Pay Range: $50,000 – $53,754/yr.

SUMMARY The City of South Bend seeks a highly motivated Ordinance Violations Bureau clerk to join its team. The selected individual will accept payments, enforce ordinance violations, document payments, and work to efficiently collect on outstanding violation payments. This role will be primarily supervised by the City of South Bend’s Legal Department.

SUPERVISION EXERCISED None.

QUALIFICATIONS To perform this position successfully, an individual must be highly motivated and able to perform each essential duty in a satisfactory manner. 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.The City of South Bend seeks an eager, motivated Ordinance Violations Bureau clerk to join its team. The selected individual performs a wide range of administrative duties including accepting payments, processing payments through accounting software, due diligence to aide departments regarding chronic problem properties, working to enforce ordinances, and actively collecting payments or referring collections to the City’s Legal Department. This role is primarily supervised by the City of South Bend’s Legal Department. This position requires knowledge of the legal profession, as well as the ability and desire to:

• interact with the public and peers courteously;

• produce an accurate and polished work product, including correspondence, reports, and business documents;

• manage a high volume of records, data, and information in an organized and efficient manner;

• work to achieve common goals and improve quality of service to the residents of the City of South Bend; and

• maintain complete professionalism in all matters pertaining to the City of South Bend.

A high level of attention to detail and organization, multi-tasking and prioritization abilities, strong customer service and problem-solving skills, solid computer technology and Microsoft Office proficiency, and good character and interpersonal skills are all essential for success in this role.

As a leader and employee of the City of South Bend, you are called upon to serve in a manner that supports Our Core Values: Excellence, Accountability, Innovation, Inclusion, and Empowerment as you carry out our primary employee expectations: Champion Values & Organizational Pride, Champion Operational Excellence, Make Sound Decisions, Embrace Coaching and Accountability, Communicate with Excellence, Value Diverse People and Perspectives, Embrace Personal Development, Exhibit a Positive Attitude and Own Your Health, Wellness & Safety.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

This list represents the types of duties required by the position.

• Answer multi-line telephone system, assisting residents with questions and/or processing payments by phone.

• Enter all municipal code violations in a timely manner into software system for processing

• Coordinate and manage numerous records related to collection efforts, gather all information/citations, and provide it to the Legal Department in a timely manner for referral to outside counsel.

• Navigate a wide range of electronic databases and software to obtain information for collection purposes

• Compile payments and prepare daily deposits, with a high level of attention to detail.

• Accept payments and keep accurate record of the same, track outstanding violations, and maintain a high level of organization.

• Collaborate cross-departmentally to process ordinance violations and ensure payments are being recorded properly.

• Manage and edit Ordinance Violations Bureau website

• Manage detailed financial records related to the City’s collections practices.

• Interact with the public daily, communicating clearly and maintaining a professional appearance.

• Oversee internal downtown parking process including monitoring equipment and interacting with parking attendants daily.

• Quickly and efficiently generate a variety of daily, monthly, and yearly reports and provide them to departments in a timely manner.

• Solid understanding and problem-solving skills when using the BMV Enhanced Access system, generating Excel spreadsheets, accurately and efficiently entering data into multiple software systems, and working directly with the City’s Legal Department to aid in the referral of collections.

• Facilitate ticket appeal process, including arranging payment plans and/or alternative penalties.

• Respond to all OVB inquiries in person, via phone, and email, and satisfactorily resolve issues, maintaining a high level of customer service.

• Develop and sustain positive, cooperative, team-oriented working relationships.

• Interpret fiscal and accounting procedures, ensuring conformity to appropriate standards

• Develop and implement more effective work procedures and more efficient services within the Ordinance Violations Bureau, providing cross-training to others in City departments as needed.

• Ability to work in a team environment, as well as a strong ability to for self-management and independent work.

• Perform other duties and assume other responsibilities as assigned, as apparent, or as delegated..

• Critical competencies include, but are not limited to, communication, critical thinking, accountability, problem-solving, time-management, and resourcefulness.

NON-ESSENTIAL/MARGINAL FUNCTIONS: • Other duties or functions may be added as needed, including but not limited to occasional assistance to administrative staff.

PREFERRED EDUCATION/EXPERIENCE:

To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed herein 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.

• At least one year of related work experience in a professional office setting and 2 years of customer service experience. A higher education degree or other certificate may be considered as a substitution for experience.

• High school diploma or equivalent is required. Strong preference will be given to candidates who have completed higher education and demonstrate a commitment to continuing education.

CERTIFICATES, LICENSES, REGISTRATIONS • Notary license preferred

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Excellent cash-handling and math skills.

• Strong computer technology skills including proficiency with Microsoft Office tools, Adobe, and other business software is required.

• Superior organizational skills and ability to multi-task.

• High level of attention to detail.

• Strong ability to self-manage.

• Willingness and desire to learn.

• Ability to establish and maintain effective working relationships with co-workers, supervisors, and the public; desire to produce quality work in a diverse team environment.

• Good character and interpersonal skills.

• Ability to communicate effectively orally and in writing.

• Bi-lingual or Spanish-speaking ability preferred.

EQUIPMENT:

Desktop computer, telephone, copier, scanner, credit card terminal, and facsimile machine.

The physical demands described 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.

While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is occasionally required to walk; use hands and fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

WORK ENVIRONMENT:

Work is performed in office settings, with moderate inside temperatures. The noise level in the work environment is usually quiet to moderate. The entire work environment is tobacco free.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at will employer.

All applicants will receive consideration for employment without regards to age, race, color, religion, sex, disability, veteran's status, national origin, genetic information, or sexual orientation. Reasonable accommodations will be considered in accordance with State and Federal Law.

REQUIRED:

Pre-Employment Drug Screen

Employee Background check

Equal Employment Opportunity Employer