Salary Range: $16.29 $21.10 per hour (FY 18 wage matrix) in addition to an excellent benefits package.

Transcription

1 The City of Whitefish, Montana is seeking a full-time Administrative Assistant/Customer Service Clerk for the Planning and Building Department. This 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. Salary Range: $16.29 $21.10 per hour (FY 18 wage matrix) in addition to an excellent benefits package. A detailed job description and application for employment are available on the City website at or at Flathead Job Service, st Avenue E., Kalispell, MT or by contacting Sherri Baccaro, Human Resources Director at APPLY BY: City application form, resume and cover letter must be received by 5:00 p.m. Tuesday, July 03, Submit application package to Human Resources Director, PO Box 158, Whitefish, MT 59937, to sbaccaro@cityofwhitefish.org, or drop off at City Hall located at 418 E. Second Street. Postmarks will not be accepted. Incomplete, late or unsigned applications will not be considered. EOE-AA-M/F-VET-DISABILITY

2 CITY OF WHITEFISH AN EQUAL OPPORTUNITY EMPLOYER POSITION DESCRIPTION Class Title: Admin. Assist/Customer Service Clerk Range: 12 Department: Planning & Building FLSA Status: Non-Exempt 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 The list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by the. 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 and administers all permit fees, impact fees, and other fees. Accurately enter data, records, payments, and information into database software system. Process payment receipt and invoices, reconciles 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 miscellaneous 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) (B) (C) (D) Knowledge of Excel, Access or similar data base software for building inspections and permits. Considerable experience a customer service clerk or administrative assistant. General knowledge of construction, building, maintenance, etc. Knowledge and experience with licenses, ordinances, codes, and regulations related to the building industry. SPECIAL REQUIREMENTS Must possess a valid State of Montana Driver s license or the ability to obtain one by hire date. TOOLS AND EQUIPMENT USED Keyboard use, personal computer, including word processing, spreadsheet and data base software; networked computer terminal; 10-key calculator; phone system; copy machine; fax machine, postage machine, voice recorder and other office related equipment. 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 work environment is a municipal business office involving continuous contact with the general public, in person and by telephone. 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. In compliance with the American with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Employee s Signature / Date Supervisor s Signature / Date Page 4 of 4