Advanced Clerk Typist - Public Works

Title: Advanced Clerk Typist, Public Works

FLSA Status: Non-Exempt

Department: Public Works

JOB PURPOSE

This position involves responsible administrative work under the general direction of the Assistant Director of Public Works. This customer service-oriented lead role is responsible for coordinating the review & processing of permits from start to finish. The role requires a complete understanding of the permit process (the acceptance of applications & assuring complete submittals, routing them for technical review, the compilation & delivery of review comments, the assessment of fees & verification of payments, the issuance of permits, and scheduling of inspections.

This position is also responsible for the preparation and compilation of forms, reports, manuals, personnel records, bills, invoices, or other material which includes gathering data from appropriate sources, classifying, and arranging data in proper format and completing all administrative requirements accurately.

ESSENTIAL FUNCTIONS

• Assists with the installation of new programs, systems, procedures, and methods of operation.
• Assists in the design and revision of forms;
• Screens visitors and phone calls, and makes appointments;
• Independently initiates, answers, and follows-up on correspondence and inquiries;
• Prepares and/or maintains spreadsheets, reports, presentations, databases, complex records and files essential to assigned tasks;
• Prepares and/or maintains employees personnel records and files, including time and attendance and payroll;
• Performs tasks associated with processing workers' compensation;
• Responds to routine inquiries regarding departmental procedures and policies;
• Prepares department's payroll and requisitions, tracks department's expenditures;
• Prepares Commission Packets, Posts Agenda's and Minutes;
• Performs other related work as required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of the principles and practices of public administration;
• Knowledge and Skill in computer based spreadsheets, scheduling and word processing software programs, Internet and email;
• Advanced knowledge of modern office practices procedures and equipment;
• Considerable Knowledge of English, writing, spelling, editing, and grammar and proper sentence structure;
• Knowledge of bookkeeping and mathematical functions;
• Ability to maintain exceptionally courteous and customer-service oriented performance;
• Special ability to work as a team member, and to foster a team-work environment;
• Ability to regularly handle confidential and sensitive information;
• Ability to quickly exhibit understanding of City and Departmental programs, policies and operations;
• Ability to make work decisions, and exercise initiative and judgment in carrying out work assignments;
• Ability to prepare and maintain departmental records of considerable complexity and to prepare reports/forms from such records;
• Ability to communicate effectively, and establish and maintain effective working relationships with other employees and the public;
• Ability to balance and prioritize simultaneous calls and complex work assignments, and manage multiple tasks with accuracy and efficiency;
• Ability to be accurate and precise in written and verbal communications;
• Possess an eye for details and excellent organizational skills;
• Ability to cope with frequent interruptions and adapt to current needs in a fast-paced environment;
• Ability to quickly and accurately follow complex oral and written instructions;
• Ability to write, edit and create memos, correspondence, letters, and reports independently and from instructions;
• Sense of creativity, initiative, and desire to consistently exceed requirements and expectations.

QUALIFICATIONS:

Education/Training:

• One year progressively responsible office/clerical experience and graduation from high school supplemented by secretarial/computer courses; ability to type at least 55-65 wpm.
• Demonstrated proficiency with MICROSOFT Word, Excel, Publisher, Outlook, Access and PowerPoint and ability to learn others.
• Familiarity with New World Financial Software and MyGov/SmartGov Software.

PHYSICAL/VISUAL ACTIVITIES OR DEMANDS

• Sitting, talking, hearing, walking, reaching, stooping, bending
• Concentrated mental and visual attention with normal hand-eye coordination required
• Clarity of vision at 20 inches-corrected or uncorrected
• Occasional moving of items up to 25lbs