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Wednesday, January 23, 2019

Job | Part-Time Clerical Assistant – Building Services

Part-Time Clerical Assistant – Building Services

Status: Non-Exempt
Effective Date: February 1, 2019

Reports To: Building Inspector

Works no more than 20 hours per week

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

Essential Job Functions:

Greets and assists walk-in clients and visitors.

Answers and/or directs telephone inquiries to appropriate person.

Assists with the applications process to building related actions, sign and street cuts.

Schedules out of office inspections in a timely and efficient manner.

Determines if requests for building permits meet appropriate standards and issues building permit to requesting party

Records all permits information on log sheet for review by the Building Inspector.
Tracks the status of all current and expired permits.

Provides the County Assessor’s Office a listing of all issued permits with pertinent information on a monthly basis.

Transcribes and disperses Office correspondence to appropriate personnel.

Assists with maintaining City Engineer/Building Inspector’s daily work schedule.

Notifies appropriate personnel of any and all relevant educational opportunities, arranges attendance, and verifies class qualifications.

Prepares payroll for submission on a timely basis and maintains payroll records.

Maintains and provides to the Building Inspector a monthly overall budget report showing the current balances and expenditures.

Maintains office inventories of necessary supplies, forms and required codebooks.

Maintains ledgers, Receipt, Building and Expense.

Builds and maintains client information database.

Maintains a daily phone log of all calls, providing, date, time, name of person called, nature of call to be reviewed by the Building Inspector monthly or as requested.

Maintains all records for the sidewalk program and make it available to the Building Inspector on a monthly basis.

 

Additional Duties and Responsibilities:

Performs other related duties as assigned by the City Engineer/Building Inspector.

Key Performance Standards:
Provides all required information outlined above to the City Engineer/Building Inspector on as timely basis.

All work completed complies with state statutes and local ordinances.

Follows all City and State regulations regarding the management of accounts.

Ensures all monies are properly accounted for at the end of the day.

Meets all deadlines established by state statute, local ordinances and Elected Official or Department Head.

Meets customer service standards established by Department Head.

Ensures all correspondence and forms follow City guidelines, are accurate, and free from errors.

Maintains a professional and accountable presence that reflects pride in the Office and the City of Frankfort.

Position Qualifications:

High School diploma or GED.

3-5 years experience in an office administrative position or other related field.

Ability to work in a fast-paced environment

Ability to work on multiple projects, handle a high volume workload and meet deadlines

Working knowledge of computerized office programs and ability to operate office computers.

Bi-lingual in Spanish preferred

ADA Compliance:
Physical Factors
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of lightweight, 10-30 pounds. Tasks may involve extended periods of time at a keyboard or work station.

Environmental Factors:
Normal office environment.

The City of Frankfort, Indiana, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

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