Office Administrator - Inspectional Services

This website is AudioEye enabled and is being optimized for accessibility. To open the AudioEye Toolbar, press "shift + =". Some assistive technologies may require the use of a passthrough function before this keystroke. For more information, activate the button labeled "Explore your accessibility options". Employment and Other Opportunities Search through your municipality's employment opportunities. Subscribe to job posting notifications to be automatically alerted of the latest career opportunities by clicking on the Notify Me® button. Office Administrator - Inspectional Services INSPECTIONAL SERVICES Union: Teamsters (Municipal) / Pay Grade: Clerk 2 Annual Salary Range: $52,868.40 - $58,356.82 (FY24) This posting is a backfill due to a vacancy. Statement of Duties The Office Administrator performs a variety ofclerical and administrative duties, under thesupervision ofthe Director of Inspectional Services. Essential Functions Analyzes and organizesoffice operationsand proceduressuchaspreparation ofpayroll,flow ofcorrespondence,filing, requisition ofsupplies, andother clerical services; Processes warrants for the payment of department expenses and invoices; Evaluates office production, revises procedures, ordevises newforms to improve efficiency of workflow; Establishes uniform correspondence procedures and style practices; Formulates procedures forsystematic retention, protection, retrieval, transfer, and disposal of records; Coordinates activities of various personnel within department; Maintains computer hardware, desktopsoftware,and system networkfunctionality; Answers phonecalls;assistsvisitors;andassiststheDirectorin establishing long- and short-range strategicgoalsdeveloped to enhance theoperations and delivery ofservice within thedepartment; Develops a system to communicate to thepublicon thefunction and requirements under the State Code and promotes thebenefits of adhering to such; Responsibilities may include interviewing and training employees; planning, assigning, anddirecting work; addressingcomplaints andresolving problems; Performs similar or related work as required, directed, or situation dictates. Regular attendance at the workplace is required . Supervision Required 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. Supervisory Responsibility Work does not normally include any supervisory responsibilitythrough the position assigns work and provides direction to the Clerk 2 position. Confidentiality The employee has regular access to confidential information such as department and personnel records, which must be maintained in accordance with the State Public Records Law. Accountability Work affects the accuracy, reliability, and acceptability of department services, and affects the work of other departments and employees. Consequences of errors, missed deadlines or poor judgment may include adverse customer relations and legal repercussions. Judgment Employee is expected to use sound judgment in selecting the most appropriate procedure or method to apply in a particular situation, including the handling of sensitive information. Complexity The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation. Nature and Purpose of Public Contact Frequent contact with co-workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with representatives of other departments, contractors, agencies, lawyers and property owners. Employees are expected to act with courtesy, tact, and diplomacy in working with others and resolving complaints. Recommended Minimum Qualifications Education and Experience: High School education and a minimum of three (3) years skilled administrative/clerical experience or any equivalent combination of education and experience. Special Requirements: None. Knowledge, Abilities and Skill Knowledge: Must possess skill in using Microsoft applications, database information storage, retrieval and maintenance and proficiency in learning new systems including, Energov. Abilities: Ability to manage multiple duties and projects simultaneously; and 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 are also a must. Must maintain a professional appearance and demeanor. Skills: Excellentwrittenandoralcommunication, organizational, and interpersonal skills. Must also be customer-oriented to interact with the City's diverse cultural community. 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. The employee is 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: The employee is required to constantly read documents and reports for general understanding. The employee may be required to review non-written materials or to determine color differences. Note: the essential functions or duties listed herein are illustrations of the type of work that is performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities perform the essential functions. This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change. The City of Malden is an EEO, driven by the value of excellence and believes that everyone deserves the best service and access to resources, regardless of their race, gender identity, religion, ethnicity, age, physical abilities, sexual orientation, veteran status, or personal experience. We embrace diverse perspectives and welcome candidates from these underrepresented groups to help make our vision a reality. Selected candidate will need to submit to a background check (CORI) and drug testing. #J-18808-Ljbffr Cityofmalden