Administrative Coordinator - City Clerks Office

Published: 6/14/2022

Job Description

SUMMARY

Provides direct support to the public in the receipt and review of permit and business license application processing by soliciting needed information, and upon completion of department reviews evaluating the permit and business license application for completeness and accuracy.

Provides direct support to the public in the receipt and review of permit and business license application packages. Process these applications by soliciting needed information, and upon completion of department reviews evaluation the applications for completeness and accuracy.

Receives and facilitates all incoming applications and coordinates the flow of information to appropriate department.

Works closely with administrative departments; Administration, City Clerk, HR, Development Services, Planning and Zoning and Finance.

An employee of this class is responsible for clerical, typing and administrator assignments. Work follows prescribed procedures that can be learned readily by training on the job. Detailed instructions are given at the beginning of work and subsequent new assignments; however, after employees become familiar with procedures they may work with some independence. Assignments involving more varied tasks are given closer supervision than those more repetitive in nature, although work is normally reviewed and verified upon completion.

Work problems involving important departures from standard policies are reviewed with superiors, but ordinarily employees develop their own procedures and carry work through to completion. Instructions are received from superiors on matters of policy, and new assignments usually consist only of statements of desired objectives. Work is normally reviewed only for results obtained. Employees frequently act as intermediaries for superiors.

SUPERVISION RECEIVED AND EXERCISED

Executive direction is provided by the Department Head or Supervisor. The Administrative Coordinator has no supervisory responsibilities.

EXAMPLES OF DUTIES (Illustrative Only)

Essential:

(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics.)

Receives permit and business license applications for electrical, mechanical, gas, plumbing, building and calculates fees and issues permits and directs other permit application to appropriate staff and other city personnel/outside agencies to resolve questions or issues, e.g., zoning, right of way, building code etc. and determines permit descriptions and coordinates the flow of permits to other sections by setting up the routing of applications.
Communicates to the public, by telephone or mail, the technical comments and status of their permits and provides guidance regarding what actions are needed to ensure approval and issue.
Provides specialized instructions and explanations to the public pertaining to permitting procedures and types of permits.
Responds to questions from the public, at the front counter and by telephone, departmental staff, and other governmental agencies.
Completes permit or business license applicant, owner and contractor information and monitors the application progress at various stages of review/approval process.
Performs research and data entry utilizing the departmental database.
Reviews submitted information for general completeness, accuracy, and proper format.
Assigns permit or business license types, certificate of occupancy, demolition, electric, gas, plumbing, building, sign to initialize the applicable permit application.
Confirms contractors are licensed and have appropriate bond exemption documents on file.
Functions as the liaison between the public and review staff including resolving problems and complaints.
Reviews information entered by review staff for accuracy, completeness, and proper use of valuation.
Provides applicant with receipt, permit or business license and inspection hard card upon approval of application and collection of fees.
Maintains a balanced cash drawer, prepares bank deposit slips and forwards to City Finance
Monitors advance payment accounts, adjusts, and prints reports for review.
Calculates permit and business license fees.
Receives and records telephone messages.
Answers questions from public regarding application procedures for permits, licenses, and services.
Check forms, records, and other materials for accuracy, completeness, and conformance with established procedures.
Posts a variety of information from standardized media, web posting to various types of control records.
Maintains files.
Computes and extends figures.
Calculates amounts of bills or fees.
Provides a full range of support to efficiently manage customers.
Balance daily cash receipt from ban and electron processing
Greets and directs customers to appropriate personnel.
Communicates with public and other City staff to assist in using Department services
Interacts with other departments in the processing of any customer related issues.
Types memos, notices, schedules, and other material.
Performs related work as required.

QUALIFICATIONS

Note: The required level and scope of the following knowledge and skills relate to the level of the position as defined in the class characteristics.

Knowledge of:

Public relations techniques in responding to inquiries and complaints.
Permit and business license applications process.
Computer software and the departmental database for building permitting.
Office procedures and manual and automated filing systems
Basic mathematics and accounting principles
Working knowledge of business English, spelling and arithmetic.
Knowledge of modern office methods, procedures, and practices.
Good telephone techniques.

Skills and Ability:

Skill in the operation of a computer, indexing and filing.
Coordinating and prioritizing permit and business license application documents
Resolving problems with irate customers
Making mathematical calculations and performing accounting duties
Ability to maintain a high degree of confidentiality.
Must be trustworthy and capable of handling sensitive data with discretion, ensuring that private information is protected and not disclosed to unauthorized individuals; this includes and is not limited to customers, employees, financial records, internal city strategies, or other sensitive information.
Communicating effectively, accurately, and courteously with public staff and outside agency personnel.

Ability:

Ability to make comparisons and computations quickly and accurately.
Ability to establish and maintain effective working relationships with the public and other employees.
Maintain confidentiality of work as necessary

Education and Experience

Experience in general clerical work, including public contact.

Possession of High school diploma or equivalent and two years of administrative experience in working with the public.

Special Note:

Bilingual (Spanish/English) highly desirable.

Or any equivalent combination of experience and training which provides the desired knowledge, skills and abilities.

Special Requirements: Possession of a valid and appropriate driver’s license when required for job-related duties;

Physical Demands and Working Conditions:

Work is performed in normal office setting. Noise level is generally moderate (primarily from office machines). Tasks require the ability to exert light physical effort in sedentary to light work but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Selection Guidelines: Formal application; rating of education and experience; oral interview and reference check; job-related tests may be required.

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the City and the requirements of the job change.

\nCompany Description

Local Government.

Company Description

Local Government.