Building Inspections - Secretary

DEPARTMENT

BUILDING INSPECTIONS/BUILDING MAINTENANCE

SALARY

$25.44, WITH $1.00 INCREASE AFTER 6 MO

FLSA

NON-EXEMPT

CIVIL SERVICE

INCLUDED

BARGAINING UNIT

TEAMSTER'S LOCAL #238

GENERAL STATEMENT OF DUTIES

Under the general direction of the department head or designee, using independent judgement, provides secretarial and record-keeping support. No supervisory responsibilities.

EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative only)

These functions are considered essential for successful performance in this job classification.

• Prepares and types on a personal computer using the applicable software, letters, memos, accounting records, legal reports, and statistical reports from rough draft and composes documents for review, as directed by supervisor.

• Assists in preparation of agendas and minutes for various meetings.

• Assists with preparing and typing department budget, sales tax and OSHA reports.

• Handles incoming and outgoing correspondence and distributes department mail.

• Greets the public, assists in answering incoming department phone calls, provides information based on knowledge of department and City policies, regulations and procedures or directs questions to proper person; may answer radio dispatch from employees in the field.

• Performs bookkeeping and financial record keeping.

• Prepares and maintains office files and records.

• Prepares and submits to Finance Office payment vouchers, purchase orders, and other financial documents.

• Prepares and submits to HR biweekly payroll documents and audits benefits records for department employees.

• Orders office supplies.

• Operates personal computer, calculator, fax machine and other office equipment.

• Communicates with and maintains effective working relationships with supervisors, coworkers and the public.

• Makes decisions in accordance with department policies and established regulations.

• Works independently and with others with minimum supervision.

• Works under strict time constraints.

• Attends work regularly at the designated place and time.

• Performs all work duties and activities in accordance with City, department and OSHA policies, procedures and safety rules.

• Performs other duties as assigned by a supervisor or designee.

DUTIES SPECIFIC TO BUILDING INSPECTIONS

Performs a variety of secretarial and clerical tasks including but not limited to the following: processes purchase orders and pay vouchers; types reports and correspondence on the computer for Building Official, Plan Review Specialist and Inspectors; assist in compiling information for and typing budget documents; assists in answering the telephone; assists customers at front counter; processes mechanical, sign, and building permits; types minutes from general contractors board meetings; required to learn permit system software; Licensing of contractors, annual renewal letters and updating contractors; Monthly permit invoice report sent to contractors; Updates Taps Database for sewer measurements and kills; Daily revenue deposit for Building & Engineering Depts; Assist Permit Writer with monthly Residential Contractor Exams; Scans all residential and commercial building site plans.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of Microsoft Office software, in particular Word and Excel (testing of skills may be required if being considered for position) and must be able to learn specialized Building Inspections software.

• Thorough knowledge of clerical functions, office procedures, terminology and equipment including computer.

• Ability to type fifty (50) words per minute net of errors.

• Ability to perform general office services, learn specialized computer software, develop computer-generated reports and keep accurate, thorough and updated records.

• Ability to collect, analyze and present data from computerized reports in organized and understandable form.

• Ability to answer questions and provide information to the public in person and over the telephone in a clear, concise and easily understandable manner.

• Ability to multitask and deal with multiple interruptions.

• Ability to assist the public in a kind, courteous, and respectful manner including under stressful circumstances.

• Ability to write legibly, prioritize work, produce a quality work product within strict time lines and handle multiple tasks.

• Ability to work independently and with others with minimum supervision and to direct the work of other employees.

• Ability to exercise independent judgment and to make decisions based on department policies, City codes and established regulations.

• Ability to establish and maintain effective working relationships with supervisors, coworkers and the public.

• Ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds.

ACCEPTABLE EXPERIENCE & TRAINING

• High school graduate/GED with a minimum one year of business clerical, secretarial, bookkeeping or other closely related experience in an office setting; prefer additional education beyond high school in business clerical, accounting or closely related field.

OR

Any equivalent combination of experience and education that provides the knowledge, skills and abilities necessary to perform the essential functions of the position.

• Skilled in use of personal computer and Microsoft Office software (verification of skills through testing arranged by the City of Waterloo Human Resources Office may be required).

• Detail-oriented and accurate.

ESSENTIAL PHYSICAL ABILITIES

The following physical abilities are required with or without accommodation.

• Sufficient clarity of speech and hearing that permits the employee to communicate effectively.

• Sufficient vision and manual dexterity that permits the employee to operate a computer and other office equipment, and handle files, computer printouts and other papers.

• Sufficient personal mobility that permits the employee to perform receptionist, telephone, personal computer or related secretarial functions and respond to requests from the public for information.

MISCELLANEOUS

• The City of Waterloo will conduct a background investigation including a review of education, past employers and references.

• Required to submit to and pass Civil Service panel interview. May be required to participate in written examination depending on number of qualified candidates.

WORK SCHEDULE

Generally, 8:00 a.m. to 5:00 p.m. Monday through Friday with one hour unpaid lunch, although hours may vary depending on specific department needs, with the earliest starting time being 7:00 a.m. The City of Waterloo reserves the right to change these hours within the guidelines of the Teamsters contract. Limited overtime.

EXAMINATION INFORMATION

Qualified candidates who apply by the deadline date will be required to appear before an interview panel consisting of a minimum of three people who have expertise in the areas being tested. An individual must receive a minimum average score of sixty points out of one hundred to achieve a passing score on the interview. The top applicants, as ranked by their scores on the interview, will be the individuals placed on the certified list. Applicants who qualify as outlined and are full-time regular employees of the City of Waterloo shall have one additional point per full year of employment up to a maximum of five points added to their final score. Honorably discharged men and women from the armed forces of the United States who qualify per provisions of Chapter 35 of the Code of Iowa and who are citizens and residents of the United States shall have five additional points added to their final score upon submission of their DD214 or ten points added if they were awarded a Purple Heart or have a service-connected disability.

ORAL EXAMINATION DATE

Qualified candidates who apply by the deadline date will be notified of the time, place and date of the oral examination.

Click Here to Apply

A.A./E.E.O.

Minority, female & disabled individuals are encouraged to apply.

We will accept applications until Friday, July 12th at 5 pm.