Office Administrator - Inspectional Services

INSPECTIONAL SERVICES

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

OFFICE ADMINISTRATOR

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 of clerical and administrative duties, under the supervision of the Director of Inspectional Services. Essential Functions 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; assists visitors; and 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; Responsibilities 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. 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 responsibility through 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, Energo. 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: Excellent written and oral communication, 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 City of Malden