Administrative Specialist III - Code Enforcement

To Apply:

Please complete the online application found at www.jeffcomo.org. Resumes are accepted as supplemental information only and will not be used as a substitute for the application, you must complete the application in full.

JOB SUMMARY

The position involves performing clerical, bookkeeping and accounting work of moderate difficulty and complexity involving a variety of tasks.  Work involves a variety of responsible legal, confidential and administrative duties and general office support functions associated with the department to which the position is assigned.  Work is limited in variety, discretion and independence of action and is controlled by established work methods and procedures.

ESSENTIAL JOB FUNCTIONS

For All Departments

• Performs general clerical work including but not limited to answering of phones, greeting and assisting walk-in customers, distribution of mail, and general data entry tasks.
• Provides internal and external customer service via phone, email and in person; responds to inquiries, takes messages, and refers inquiries to the most appropriate parties when appropriate.
• Keeps appointment calendars and schedules appointments for staff and the general public seeking services.
• Maintains and orders office supplies, as assigned and when needed.
• Uses computers and word processing software to process letters, forms, reports, schedules, manuals, booklets, requisitions, purchase orders and related paperwork.
• Receives, opens, logs, sorts, time-stamps and distributes mail; prepares materials for mailing.
• Assists in sending out billings and other mass mailings.
• Performs basic research and compiles documents needed for various reports and management-level documents.
• Prepares and completes forms and composes letters.
• Sets up and maintains specialized paper and electronic office files.
• May accept payments for fees, fines, goods or services as required by the department, balance cash drawers or registers and prepare required cash reports.
• Files letters, reports and related technical information in the prescribed manner.
• May train new employees as directed.
• Provides back-up for other employees or departments, as needed and assigned.

QUALIFICATIONS

Education and Experience:

• High School Diploma or equivalent;
• Three (3) years of related experience;
• Or equivalent combination of education and experience.

Licenses or Certifications:

• May require a valid State Driver’s License.

Special Requirements:

• Some situations may require early morning or late evening hours.

Knowledge, Skills and Abilities:   

• Knowledge of general office procedures.
• Knowledge of department functions, resources and general practices.
• Knowledge of grammar, spelling and alphanumeric sequencing.
• Knowledge of business English, spelling and ability to make arithmetic computations.
• Knowledge of basic bookkeeping principles and practices.
• Skills in typing, data processing and file maintenance.
• Ability to create and maintain files and records.
• Ability to work independently with minimal supervision.
• Ability to follow both oral and written directions.
• Ability to operate commonly used manual and automated office equipment.
• Ability to use and trouble shoot various computer and standard office equipment.
• Ability to interact with and communicate with general public in a friendly productive manner.
• Ability to maintain moderately complex clerical records and to prepare reports from such records and to check for accuracy.
• Ability to make routine decisions in accordance with procedures, laws and regulations and to apply these to work problems.
• Ability to use coding and filing systems.
• Ability to apply interpersonal skills with other employees and the public.
• Knowledge of Microsoft computer programs.

PHYSICAL DEMANDS

The work is light and requires exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. The work also requires mental and visual acuity, speaking, balancing, climbing, crawling, crouching, feeling; picking, pinching, typing, or otherwise working primarily with fingers rather than with the whole hand; grasping; picking, holding or otherwise working with the whole hand; hearing, kneeling, pulling, pushing, reaching, repetitive motion, standing, stooping, talking, and walking.

WORK ENVIRONMENT

The work is performed indoors in an office environment with low to moderate noise level. This position involves interaction with other employees and the general public.

To Apply:

Please complete the online application found at www.jeffcomo.org. Resumes are accepted as supplemental information only and will not be used as a substitute for the application, you must complete the application in full.