What are the responsibilities and job description for the PART-TIME ADMINISTRATIVE SECRETARY - PERMIT CLERK position at City of Sierra Vista, AZ?
DESCRIPTION
BENEFITS
QUESTIONS
DRUG FREE WORKPLACE
Applicants for employment and volunteer opportunities should be aware of the City of Sierra Vista's policies concerning the use of drugs and alcohol. These policies have not been altered by the passage of proposition 207. The use of recreational marijuana is a violation of the City's Drug Free Workplace Policy. All positions within the City are required to submit to a pre-employment drug test. A positive result for drugs tested under the policy, including recreational marijuana, may be grounds for withdrawal of an offer of employment or volunteer opportunity. The examination process may vary if determined necessary.
Definition & Essential Functions
Essential functions included in the job description may include tasks, knowledge, skills, and other characteristics. The list of tasks is illustrative only and is not a comprehensive listing of all functions and tasks performed by positions in this class.
Tasks
Reception and Customer Service: Greets the public at the counter and on the telephone and responds to email messages. Answers questions from developers, contractors and homeowners regarding application materials and the permit and inspection process. Refers technical inquiries to proper staff or department. Provides cashiering services for permit fees, liens, and other cashiering as necessary. Accepts applications for all building and planning and zoning permits.
Clerical Duties and Records Management: Processes intake of all permit applications using computer software and notifies appropriate personnel to assign for review. Schedules inspections, updates expired permits, verifies contractor license, cost of permit, and collects and processes all required fees.
Maintains Department electronic, microfiche, and paper filing system and inventory of office forms and brochures. Assists staff and public with record and information requests. Enters cases using permit software, routes permit plans for internal review, and sends review comments to applicant. Notifies applicant of permit status. Archives closed cases by computer data entry, prepares file documents, scans records, reviews achieved documents for completeness, and updates records when changes are made. Assists staff with written correspondence, special and routine mailings and distributes the mail. Prepares and distributes monthly reports on permit activity. Orders office supplies as needed. Reconciles and submits purchasing card receipts.
Assists with submitting and mailing legal paperwork, records keeping and inputting cases for Code Enforcement as necessary.
Performs other similar duties as assigned.
Knowledges, Skills & Other Characteristics
Knowledge of:
Office management and administrative support practices and procedures.
City operations and functions.
General bookkeeping practices and procedures.
A variety of computer software, including word processing, spread sheet, and presentation applications.
Department goals, objectives, policies, procedures, codes, and regulations.
Skill in:
Strong customer service skills to work with a variety of citizens and personnel using tact, courtesy and good judgment.
Effective and positive oral communication skills, interpersonal sensitivity, stress management during public and department interactions.
Strong skill with Microsoft Office (excel, word, powerpoint, email, and Adobe Acrobat. Proficiency in internet-based applications, data entry and various computer software systems for permitting and plan review.
Researching, compiling, and preparing reports and related information.
Operating a variety of office equipment, including personal computer, computer terminal, calculator, telephone, copier, scanner, and FAX.
Establishing and maintaining effective working relationships with City staff, outside agencies, and the public.
Preparing a variety of ordinances, resolutions, records, reports, and correspondence using appropriate formats.
Maintaining files and records.
Analyzing and interpreting policies and procedures.
Handling routine administrative matters.
Maintaining confidential information.
English usage, spelling, grammar, and punctuation.
Ability to:
Ability to follow written and oral instructions and organize work to meet deadlines.
Ability to be flexible and adaptable.
Ability to maintain consistent and punctual attendance.
Ability to interact positively and efficiently with a diverse population.
Ability to input data into a computer terminal with speed and accuracy.
Ability to remember, develop and maintain an awareness of the work of the department.
Ability to handle several tasks simultaneously and to plan and organize work to meet deadlines while maintaining accuracy and attention to detail in an environment with frequent interruptions.
Ability to provide clear explanations on how to apply for a permit and schedule inspections.
ENVIRONMENTAL CONDITIONS:
- Works inside in an office environment.
(Reasonable accommodations will be made for otherwise qualified individuals with a disability.)
This job description does not constitute an employment agreement between the City of Sierra Vista and the employee. It is used as a guide for personnel actions and is subject to change by the City as the needs of the City and requirements of the job change.
Qualifications
High school diploma or GED required
Three (3) years experience in secretarial work
Administrative Secretary II requirements:
Additional information:
The City of Sierra Vista provides an equal employment opportunity (EEO) for all persons regardless of race, color, sex (to include lesbian, gay, bi-sexual, or transgendered (LGBT)), age, religion, national origin, disability, marital status, or genetic information. The City of Sierra Vista complies with applicable state and local laws governing nondiscrimination in all employment activities.
The City of Sierra Vista complies with the American's with Disabilities Act (ADA) and will provide reasonable accommodation for qualified individuals with disabilities. Requests for reasonable accommodation during the recruitment or hiring process must be sent to the Human Resources Department.
1011 N. Coronado Drive
Sierra Vista, Arizona, 85635
520-439-2151
DRUG FREE WORKPLACE
Applicants for employment and volunteer opportunities should be aware of the City of Sierra Vista's policies concerning the use of drugs and alcohol. These policies have not been altered by the passage of proposition 207. The use of recreational marijuana is a violation of the City's Drug Free Workplace Policy. All positions within the City are required to submit to a pre-employment drug test. A positive result for drugs tested under the policy, including recreational marijuana, may be grounds for withdrawal of an offer of employment or volunteer opportunity. The examination process may vary if determined necessary.
Definition & Essential Functions
Essential functions included in the job description may include tasks, knowledge, skills, and other characteristics. The list of tasks is illustrative only and is not a comprehensive listing of all functions and tasks performed by positions in this class.
Tasks
Reception and Customer Service: Greets the public at the counter and on the telephone and responds to email messages. Answers questions from developers, contractors and homeowners regarding application materials and the permit and inspection process. Refers technical inquiries to proper staff or department. Provides cashiering services for permit fees, liens, and other cashiering as necessary. Accepts applications for all building and planning and zoning permits.
Clerical Duties and Records Management: Processes intake of all permit applications using computer software and notifies appropriate personnel to assign for review. Schedules inspections, updates expired permits, verifies contractor license, cost of permit, and collects and processes all required fees.
Maintains Department electronic, microfiche, and paper filing system and inventory of office forms and brochures. Assists staff and public with record and information requests. Enters cases using permit software, routes permit plans for internal review, and sends review comments to applicant. Notifies applicant of permit status. Archives closed cases by computer data entry, prepares file documents, scans records, reviews achieved documents for completeness, and updates records when changes are made. Assists staff with written correspondence, special and routine mailings and distributes the mail. Prepares and distributes monthly reports on permit activity. Orders office supplies as needed. Reconciles and submits purchasing card receipts.
Assists with submitting and mailing legal paperwork, records keeping and inputting cases for Code Enforcement as necessary.
Performs other similar duties as assigned.
Knowledges, Skills & Other Characteristics
Knowledge of:
Office management and administrative support practices and procedures.
City operations and functions.
General bookkeeping practices and procedures.
A variety of computer software, including word processing, spread sheet, and presentation applications.
Department goals, objectives, policies, procedures, codes, and regulations.
Skill in:
Strong customer service skills to work with a variety of citizens and personnel using tact, courtesy and good judgment.
Effective and positive oral communication skills, interpersonal sensitivity, stress management during public and department interactions.
Strong skill with Microsoft Office (excel, word, powerpoint, email, and Adobe Acrobat. Proficiency in internet-based applications, data entry and various computer software systems for permitting and plan review.
Researching, compiling, and preparing reports and related information.
Operating a variety of office equipment, including personal computer, computer terminal, calculator, telephone, copier, scanner, and FAX.
Establishing and maintaining effective working relationships with City staff, outside agencies, and the public.
Preparing a variety of ordinances, resolutions, records, reports, and correspondence using appropriate formats.
Maintaining files and records.
Analyzing and interpreting policies and procedures.
Handling routine administrative matters.
Maintaining confidential information.
English usage, spelling, grammar, and punctuation.
Ability to:
Ability to follow written and oral instructions and organize work to meet deadlines.
Ability to be flexible and adaptable.
Ability to maintain consistent and punctual attendance.
Ability to interact positively and efficiently with a diverse population.
Ability to input data into a computer terminal with speed and accuracy.
Ability to remember, develop and maintain an awareness of the work of the department.
Ability to handle several tasks simultaneously and to plan and organize work to meet deadlines while maintaining accuracy and attention to detail in an environment with frequent interruptions.
Ability to provide clear explanations on how to apply for a permit and schedule inspections.
ENVIRONMENTAL CONDITIONS:
- Works inside in an office environment.
(Reasonable accommodations will be made for otherwise qualified individuals with a disability.)
This job description does not constitute an employment agreement between the City of Sierra Vista and the employee. It is used as a guide for personnel actions and is subject to change by the City as the needs of the City and requirements of the job change.
Qualifications
High school diploma or GED required
Three (3) years experience in secretarial work
Administrative Secretary II requirements:
Additional information:
The City of Sierra Vista provides an equal employment opportunity (EEO) for all persons regardless of race, color, sex (to include lesbian, gay, bi-sexual, or transgendered (LGBT)), age, religion, national origin, disability, marital status, or genetic information. The City of Sierra Vista complies with applicable state and local laws governing nondiscrimination in all employment activities.
The City of Sierra Vista complies with the American's with Disabilities Act (ADA) and will provide reasonable accommodation for qualified individuals with disabilities. Requests for reasonable accommodation during the recruitment or hiring process must be sent to the Human Resources Department.
No benefits
1011 N. Coronado Drive
Sierra Vista, Arizona, 85635
520-439-2151
Salary : $603
