Part-Time Administrative Assistant/Customer Service Clerk

Transcription

1 Part-Time The City of Whitefish, Montana is seeking a part-time (30-hours per week) for the Planning and Building Department. City Council may approve the position to become full-time (40-hours per week) in the FY17 budget process. The position requires graduation from high school or GED equivalent with course work in general office practices such as typing, filing, accounting and bookkeeping, two (2) years of general experience in office procedures, computer skills in word processing and spreadsheets (Word, Excel, etc.), and Municipal records management and building related experience, or any equivalent combination of related education and experience. Starting salary: $16.38 per hour (FY 16 wage matrix) A detailed job description and application for employment are available at 1005 Baker Avenue, Whitefish, MT 59937, , or Flathead Job Service, st Avenue E., Kalispell, MT, 59901, , or by visiting the City of Whitefish website at APPLY TO: Please send City application form, resume and cover letter to Human Resources Director, City of Whitefish, P.O. Box 158, Whitefish, MT APPLY BY: Application package must be received by the Human Resources Director by 5:00 p.m., Friday, July 8 th, Postmarks will not be accepted. Incomplete, late or unsigned applications will not be considered. Advertising Dates: Daily Interlake: Sunday, June 26, 2016 North Group: Wednesday, June 22, 2016 Wednesday, June 29, 2016

2 CITY OF WHITEFISH AN EQUAL OPPORTUNITY EMPLOYER POSITION DESCRIPTION Class Title: Range: 13 Department: Planning and Building Department GENERAL PURPOSE Performs a variety of routine and complex clerical, administrative, customer service, and record keeping duties in support of the Planning and Building Department. Must work with City personnel, officials, and the public with discretion, diplomacy, and a helpful attitude. SUPERVISION RECEIVED Works under the guidance and direction of the Building Official and the Planning and Building Director. SUPERVISION EXERCISED None. ESSENTIAL DUTIES AND RESPONSIBILITIES Provide quality customer service over telephone and in-person to the public, visitors and business agents and contractors. Provide clerical and administrative support for Planning and Building Department personnel, including data entry; type and prepare correspondence; coordinate and produce mass mailings; complete purchase orders; scan documents; and compile data and generate accurate reports. Assist in resolving concerns, complaints and problems, including diffusing difficult or irate customers. Receive calls from public and contractors, schedule inspections, and maintain calendars for Chief Building Official and inspectors. Disseminates information to internal and external customers regarding development regulations and standards for building, fire, land use, and engineering projects; permit fees; and permitting procedures. Receives building, plumbing, mechanical, electrical, sign, demolition, and fence permits. Page 1 of 4

3 Checks submitted plans and applications for completeness. Calculates, receives and administers all permit fees, impact fees, and other fees. Accurately enter data, records, payments and information into database software system. Process payments and invoices, reconcile receipts, produce and proof a daily revenue report and submit to Finance Department. Accepts land use and lakeshore permit applications and provides clerical and administrative support for personnel involved in City planning activities. Maintains plan filing system, electronic records database, and other departmental organizational systems. Prepares and distributes monthly building data and permit reports and other correspondence. Provides public records and information to citizens, civic groups, the media and other agencies as requested. Indexes reference library. Operates listed office machines as required. Records proceedings of board and committee meetings and prepares meeting minutes as assigned. Approaches all contacts with a cheerful and helpful attitude. Ability to tactfully communicate and assist customers in stressful situations. Adheres to all City policies. Performs related duties as assigned. PERIPHERAL DUTIES None Page 2 of 4

4 REQUIRED MINIMUM QUALIFICATIONS Education and Experience: (A) Graduation from High School or GED equivalent with course work in general office practices such as typing, filing, accounting and bookkeeping, and (B) Two (2) years of general experience in office procedures; or (C) Any equivalent combination of education and experience. (D) Computer skills in word processing and spreadsheets (Word, Excel, etc.) required. (E) Municipal records management and building related experience preferred. Necessary Knowledge, Skills and Abilities: (A) Extensive knowledge of office practices and procedures; knowledge of modern records management techniques; ability to operate a ten-key calculator, keyboard/typewriter, computer and office machinery. (B) Interpersonal skills in the areas of customer service, diplomacy, and tactfulness. (C) Skill in operation of listed tools and equipment. (D) Ability to accurately record and maintain records. Ability to establish and maintain effective working relationships with employees, other department officials and the public. Ability to communicate effectively both verbally and in writing. Ability to work and perform job duties with frequent interruptions while maintaining a pleasant and cheerful demeanor. (E) Working knowledge of computers, including but not limited to Word, Excel and internet-mail usage, or ability to learn such applications. DESIRED QUALIFICATIONS (A) Knowledge of Excel, Access or or similar data base software for building inspections and permits. (B) Considerable experience a customer service clerk or administrative assistant. (C) General knowledge of construction, building, maintenance, etc. (D) Knowledge and experience with licenses, ordinances, codes, and regulations related to the building industry. SPECIAL REQUIREMENTS: None. TOOLS AND EQUIPMENT USED Keyboard use, personal computer, including word processing, spreadsheet and data base software; networked computer terminal; 10-key calculator; phone; copy machine; fax machine; voice recorder. Page 3 of 4

5 PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk and hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk or transport self. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderately quiet. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be 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. The 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 Whitefish does not discriminate on the basis of disability in its hiring or employment practices. Equal Opportunity Employer. Revised: 9/11/15/slb Page 4 of 4