Administrative Clerk/Permits

APPLICATION DEADLINE IS FRIDAY, MARCH 29, 2024

Hours: Monday through Friday, 8:00 AM to 5:00 PM; additional hours as scheduled.

Salary: Minimum $38,755; dependent on experience

General Description

The purpose of this job is to provide administrative and complex clerical support that includes conducting financial transactions for the assigned department. Work involves assisting department management with general reception, preparing reports, correspondence, and other materials; entering and retrieving information from department databases; maintaining automated and manual files; and assisting callers, customers, and/or visitors.

This job is performed under general supervision, independently developing work methods and sequences.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• Provides high-level customer service; assists customers with complex billing issues, service complaints, account discrepancies and payment installment arrangements.
• Responds to inquiries and requests from the public and other departments; provides general and specialized information regarding assigned functions that require the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.
• Receives payments for permits and/or licenses such as building, electrical, plumbing, zoning, mobile home and moving permits; business and dog licenses.
• Prepares a cash report for all receipts entered each day; makes daily deposits. Audits diverse customer or financial records, detects incorrect information, conducts interviews with involved parties, analyzes findings, and determines appropriate solutions.
• Analyzes account status to determine credit issues; identifies necessity of debit adjustments; approves debit and credit adjustments.
• Answers department telephones; provides assistance, requested documents and information; refers callers to other staff members as appropriate; and takes messages. Receives, dates, and distributes incoming mail.
• Prepares varied and complex department documents, records, reports, and forms requiring knowledge of programs, policies and procedures. Initiates reports and documents based upon knowledge of department operations, reporting requirements, and established deadlines.
• Researches, compiles, consolidates, and/or tabulates information; incorporates information into requested reports and other prepared materials; proofreads for accuracy and completeness; and distributes upon approval.
• Maintains assigned inventories; prepares, reviews, and processes purchasing documents; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming supply shipments; reviews and codes invoices; and forwards for payment.
• Serves as liaison between department management and customers and section staff/employees; responds to questions regarding department activities and services; explains policies, procedures and operations; and follows up to obtain additional information.
• Maintains calendar for department management; schedules meetings and appointments; makes necessary travel arrangements; prepares and distributes agendas; and obtains requested audio-visual equipment.
• Enters information into department programs and databases; updates database information; creates new spreadsheets/files; and purges old data as appropriate. Researches information from databases and incorporates into reports, summaries, and other assignments.
• Maintains department/program references such as vendor lists, Code books, training manuals, standard operating procedures; mailing lists
• Prepares folders; maintains files of department correspondence, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files.
• Reviews permit and license documents, and other pertinent information in order to verify accuracy and completeness of information and process applications for prospective applicants.
• Performs related work as required.

Minimum Education and Experience Requirements:

Requires High school diploma or GED; supplemented by five (5) years of progressively responsible clerical or administrative support experience; or any equivalent combination of education, training, and experience.

Physical Demands:

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Special Certifications and Licenses:

• May require obtaining based upon department assigned:
  • Permit Technician Certification
  • Accreditation in Business Licensing (ABL)
  • Defensive Driver Training

Must possess a valid state issued drivers’ license.

Americans with Disabilities Act Compliance

The City of Greer is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.