Planning / Code Enforcement Administrative Assistant

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Fri, 28 Oct 2022 15:40:05 -0600

JOB DESCRIPTION: Job Title: Administrative Assistant Department: Code Enforcement Status: Non-Exempt Reports to: Code Enforcement Lead

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ENERAL RESPONSIBILITIES: The Code Enforcement Administrative Assistant has the direct responsibility of providing technical and clerical assistance to the Code Enforcement Department, which includes Permits, Health, Building, Code Enforcement, and Storm Water. Will also occasional assist other departments to include the Planning department, Fire department, the Water department, and/or Utilities. The employee will be responsible for performing technical work in the processing of projects, health, business and vendor permits to include: processing and providing counter assistance to the general public and customers. Work is performed with minimal to moderate supervision.

Duties include, but not limited to, the following:

Assists in maintaining the rules and regulations pertaining to Code Enforcement for the general public; oversees the departments filing system. Keeps, prepares and maintains a variety of records, reports, logs, work orders, and/or other related documentation on all code enforcement activities.

Receives, processes and responds to complaints via various formats such as in person, by mail, telephone, etc. appropriately logs complaints and establishes case files and assigns and/or directs to inspectors and animal control.

Maintains log of all complaints regarding health, building and/or code enforcement issues which include preparing violation letters for mail out.

Provides technical support associated with permitting activities, which includes: coordinating public inquiry on development processes, codes, ordinances, and permit requirements; updates required contractor registrations; generating and processing a variety of monthly reports.

Conducts and coordinates permit and plan review activities, which includes: accepting and processing permit applications, checking for completeness of permit application; scheduling plan reviews; issuing permits for projects, moving structures, demolitions, special events, vendors, business, electrical, mechanical, plumbing, sign permits, commercial construction projects, residential construction projects, fire permits; and/or other related activities.

Communicates to inspectors on weedy lots, junked vehicles, public nuisances, dilapidated structures, construction, health and sanitary issues that create a health, safety or welfare hazard to the community.

Prepare schedule of daily inspections relating to all fire, health, sanitary, building and/or code enforcement issues.

Maintains and updates records of all inspections relating to retail food establishments, adult and child day care facilities, foster homes and restaurants.

Maintains all records on city liens and prepares all documentation in regards to the collection of liens on file.

Updates and maintains records of all business licenses and beer/wine licenses.

Performs financial activities in support of department operations, which includes: collecting building permit, development, registration, and other miscellaneous receipts; overseeing code enforcement budget records and expenses.

Answers, responds, and assists with citizen complaints and calls for assistance regarding code enforcement, health issues, building construction concerns.

Assists and monitors the ordering of supplies and inventory when appropriate, and provides the proper documentation for the ordering of supplies.

Assists in educating the public on ordinances, policies, and procedures;

Understands and adheres to all Federal, State, County and local ordinances and laws.

Performs any other duty assigned to have a safe working environment, continued service and efficiency.

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NOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of applicable laws, rules, regulations, and procedures involving city code, health etc.

Knowledge of City geography and map reading skills;

Knowledge of computer usage and related software applications, telephone, copier, and other basic business machines;

Skilled in preparing and maintaining records;

Skilled in applying good judgment and resourcefulness in interpreting and applying guidelines;

Skilled in reading, interpreting, and applying rules, regulations, policies, and procedures;

Skilled in public relations and providing effective and efficient customer service;

Able to write clearly and informatively;

Is well organized in record keeping and demonstrates accuracy and thoroughness in documentation and filing;

Principals of business letter writing and basic report preparation;

Able to prioritize and organize/schedules individuals and their tasks;

Participates in meetings when required;

Ability to acquire and/or research local laws, codes, policies, procedures and ordinances, state laws associated with the areas of assignment within a reasonable period;

Uses time efficiently; monitors own work to ensure quality.

Follows instructions, responds to management direction;

Skilled in providing customer service in a professional manner, communicating clearly, persuasively and effectively with a variety of individuals.

Uses reason even when dealing with emotional topics.

Represent the City in a professional manner and deal effectively with the public to gain their cooperation in resolving problems and concerns.

Responds promptly to customer needs;

Adapts to changes in the work environment;

Able to prioritize, organize, plan and schedule work activities for oneself; Uses time efficiently and effectively;

Able to write routine reports and correspondence;

Able to add, subtract, multiply and divide including decimals;

Ability to read and apply common sense and understanding to carry out instructions furnished in written, oral, or diagram form.

DESIRED MINIMUM QUALIFICATIONS:

High School diploma or GED

Current Texas Driver’s license.

Associates Degree in Office Management preferred, but not required.

Two (2) years of administrative experience and extensive experience in dealing with the public.

Knowledgeable in Microsoft computer applications/software.

WORKING CONDITIONS AND PHYSICAL CAPABILITIES The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Physical demand is light-medium where strength and ability needs to be sufficient to perform office work for normal periods under normal conditions and under emergency type situations. Light-medium work is defined, for example, as able to lift approximately 20 pounds and/or assist in moving items from one location to another.

Vital record keeping and accuracy of documentation is critical. A heavy demand on mental requirements, must maintain steady emotional level in the face of complaints and constant queries from the public. Attention to detail is important.

Will work indoors at least 80% to 90% of the time in a non-private office, and at times in an outdoor environment with potential exposure to adverse weather conditions under emergency situations if required.

Continuous physical effort and mental concentration throughout the shift, including frequent use of hands, reaching with hands and arms, handling items, frequent bending, climbing, balancing, reaching, sitting, standing, walking, stooping, kneeling, crouching, talking, seeing, hearing, smelling, and/or lifting.

Occasional driving to run errands, may be required.

The noise level in the work environment is usually light-moderate.

Specific vision abilities required by this job include close vision.

OTHER CAPABILITIES

Ability to speak fluent Spanish and English.

Flexibility to respond to an emergency shift requirement, whether it is on stand-by or on-call duty.

Flexibility to work regular, shift hours, weekends, evening hours, and to respond to emergency calls for service. Work hours will change from time to time to accommodate for customer service and the needs and requirements for the City of San Benito.

Must be able to effectively use a combination of experience, training and ability to quickly assess situations and arrive at decisions to ensure efficient and effective continuation of work and customer service and that avoids creating a liability to the city.

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee a general sense of the responsibilities and expectations of his/her position. As the City’s demands change so will the essential functions of this position.

https://www.cityofsanbenito.com/Jobs.aspx?UniqueId=97&CommunityJobs=False&JobID=Planning-Code-Enforcement-Administrative-170/638025720050000000

Company info

City of San Benito
Website : http://www.cityofsanbenito.com/