Office Administrator - Inspectional Services

Union: Teamsters (Municipal) / Pay Grade: Clerk 2

Pay

Annual Salary Range: $52,868.40 - $58,356.82 (FY24)

Responsibilities

• Analyzes and organizes office operations and procedures such as preparation of payroll, flow of correspondence, filing, requisition of supplies, and other clerical services
• Processes warrants for the payment of department expenses and invoices
• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow
• Establishes uniform correspondence procedures and style practices
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records
• Coordinates activities of various personnel within department
• Maintains computer hardware, desktop software, and system network functionality
• Answers phone calls and assists visitors
• Assists the Director in establishing long- and short-range strategic goals developed to enhance the operations and delivery of service within the department
• Develops a system to communicate to the public on the function and requirements under the State Code and promotes the benefits of adhering to such
• May include interviewing and training employees; planning, assigning, and directing work; addressing complaints and resolving problems
• Performs similar or related work as required, directed, or situation dictates

Regular attendance at the workplace is required.

Requirements

• High School education and a minimum of three (3) years skilled administrative/clerical experience or any equivalent combination of education and experience
• Skill in using Microsoft applications, database information storage, retrieval and maintenance, and proficiency in learning new systems including Energov
• Ability to manage multiple duties and projects simultaneously
• Effective interpersonal skills to facilitate interaction with a diverse customer base both internal and external to the department
• Ability to maintain accurate record keeping and strong organizational skills
• Excellent written and oral communication, organizational, and interpersonal skills
• Customer-oriented to interact with the City's diverse cultural community
• Must maintain a professional appearance and demeanor

Work Environment

Work environment is typical of a professional office, involving moderate noise levels and frequent interruptions by customers and phone calls. Environment involves everyday risks which require normal safety precautions typical of offices.

Physical and Mental Requirements

Physical Demands

• Work principally involves sitting and walking to perform work tasks, with intermittent periods of stooping and standing
• Occasionally required to lift objects such as books, office equipment, file boxes, and computer paper

Motor Skills

• Duties are largely mental rather than physical, but the job may occasionally require the application of basic motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, filing, and sorting of papers

Visual Demands

• Required to constantly read documents and reports for general understanding
• May be required to review non-written materials or to determine color differences

Supervision

• Works under direction of the Director of Inspectional Services
• Employee expected to determine own work plan and procedures independently with little or no direct supervision
• Work does not normally include supervisory responsibility, though the position assigns work and provides direction to the Clerk 2 position

Confidentiality and Accountability

• Regular access to confidential information such as department and personnel records, which must be maintained in accordance with the State Public Records Law
• Work affects the accuracy, reliability, and acceptability of department services, and impacts the work of other departments and employees
• Consequences of errors, missed deadlines, or poor judgment may include adverse customer relations and legal repercussions

Judgment and Complexity

• Expected to use sound judgment in selecting the most appropriate procedure or method to apply in a particular situation, including handling sensitive information
• The work consists of a variety of duties generally following standardized practices, procedures, regulations, or guidelines
• Sequence of work and/or procedures followed vary according to the nature of the transaction and/or information involved or sought

Public Contact

• Frequent contact with co-workers and the public involving explanation, discussion, or interpretation of practices, procedures, regulations, or guidelines to render service, plan or coordinate work efforts, or resolve operating problems
• Regular contacts with representatives of other departments, contractors, agencies, lawyers, and property owners
• Expected to act with courtesy, tact, and diplomacy in working with others and resolving complaints