Administrative Clerk II

JOB TITLE: Administrative Clerk II

DEPARTMENT/DIVISION: Municipal Services

SUMMARY OF FUNCTION

Provide clerical support to the building, mechanical, plumbing and electrical inspectors, and the Municipal Services Department. Issue permits, verify insurance, licensing, and registration of contractors. Perform data entry. Utilize computer and manual files to locate permit, registration, code enforcement and various other City records. Prepare documents using Word and Excel programs. Regularly schedule and coordinate inspections for all City inspectors. Maintain Municipal Services department files. Provide over the counter assistance to residents, business owners, and contractors in obtaining information regarding departmental City services.

REPORTS TO: Department Deputy Director but may receive direction from a Department Coordinator.

ESSENTIAL TASKS

• Operate a personal computer for functions such as, but not limited to, inspection scheduling and follow-up, word processing, data entry and retrieval.
• Handle daily routine financial transactions like receiving and recording fees or other funds collected through the mail or over the counter.
• Efficiently organize and maintain filing systems, both manual and computerized.
• Confidently and efficiently resolve customer conflicts and complaints.
• Open and route incoming mail and prepare outgoing mail.
• Order supplies and materials.
• Operation of copy machine, fax machine and multi-line telephone.
• Perform other clerical duties as assigned.
• Answer incoming and place outgoing going calls in high volumes

KNOWLEDGE SKILLS AND ABILITES

• Ability to lift and carry a minimum of 15 pound loads.
• Ability to type 40 words per minute with an accuracy rate of 95%.
• Ability to assemble data and to prepare and maintain correspondence, records, and reports.
• Ability to make arithmetic calculations quickly and accurately.
• Ability to communicate with and work effectively with the public and other employees.
• Knowledge in Microsoft Word and Excel and the ability to navigate through internet resources.
• Knowledge in BS&A software preferred.

SPECIAL WORKING CONDITIONS

• Ability to kneel, stoop, sit, or stand for long periods of time.
• Ability to communicate over a telephone.
• Ability to maintain a calm and reasoned demeanor and response in the presence of members of the public who for any reason behave in an angry, hostile, or anxious manner.
• Able to concentrate on the work at hand in an office environment in the presence of potentially distracting noises from sources such as, conversations and telephones.

EDUCATION AND EXPERIENCE

• Degree from an accredited high school, or GED.
• Previous work experience in a building department or related field preferred.

NOTE - This job description is intended to indicate the general nature of responsibilities typically assigned to the job. The description is not necessarily exhaustive or intended to limit the supervisor's right to modify assignments as necessary.

SALARY RANGE - This is a full-time position in a unionized environment with an hourly rate of $20.8579-$23.8395 per hour.

GENERAL REQUIREMENTS/DISCLAIMERS:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities and duties of an employee so classified.

Employees must be physically able to perform the essential functions of the position, with or without reasonable accommodation.

The City of Oak Park does not discriminate in its employment or any other programs or activities on the basis of race, religion, color, creed, national origin, ancestry, ethnicity, gender, economic status, age, marital status, sexual orientation or disability. We provide reasonable accommodation for qualified individuals with a disability, if requested.