Administrative Assistant I - Code Compliance

City of Melbourne•City of Melbourne, FL

2d•Onsite

About The Position

The incumbent performs a wide array of clerical tasks, which require the application of some independent judgment and office knowledge. Work involves standard clerical duties including typing, filing, sorting, office machine operation, and maintenance of records, and checking the accuracy and completeness of various forms, applications, reports, and documents through our permitting software. Assignments usually consist of statements of desired objectives. Work is reviewed by observation and for results obtained. Special technical skills are generally acquired by on-the-job training.

Requirements

High School Diploma or GED (proof of education must be uploaded with application.
Two (2) years of general office experience.
Must possess and maintain a valid Florida driver's license.
Applicants who possess a valid out of state license must obtain a Florida license within ten (10) days of employment.
Ability to understand and reflect the Building Department’s goals and values.
Ability to learn and practice the procedures, duties, and responsibilities of the area of operation to which assigned.
Knowledge of current office practices, methods, and procedures.
Knowledge of business English, spelling, and arithmetic.
Ability to learn MUNIS Financial and Energov software system.
Ability to provide regular, reliable, full-time attendance as scheduled.
Ability to maintain records and to prepare reports from such records.
Ability to display a high-performance work culture that encourages and embraces new ideas, develops individuals and welcomes and encourages diverse perspectives.
Ability to articulate strategic and innovative thinking that provides clarity to deliver superior services.
Ability to approach the job with enthusiasm and curiosity to promote a solutions-oriented work culture.
Ability to perform clerical work of routine difficulty.
Ability to establish and maintain effective working relationships with fellow City employees and the general public.
Ability to operate a variety of modern office equipment.
Ability to learn complex tasks and remember how to complete tasks without assistance once trained.
Ability to operate a personal computer for data-entry and word processing.
Ability to type with speed and accuracy.
Ability to understand and communicate the policies, procedures, and services of the department, division, or program.
Ability to deal with and work effectively with the stress that relates to angry or irate customers on occasions.
Ability to maintain punctuality with reliable transportation to and from work.
Ability to work independently without immediate supervision.
Ability to effectively multitask in a fast-paced environment.

Responsibilities

Monitors all incoming permit documents for completeness, accuracy, response dates and follows up accordingly.
General filing - numerical and alphabetical including maintenance of records retention files.
Provides specific attention to owner/builder applicants by scanning and uploading documents for proper permit submittals.
Creates multiple invoice types for various department fees.
Verifies current licensure of contractors applying for permits.
Communicates with other City Departments and Officials to obtain permit approvals.
Explains state and local code requirements as well as departmental programs as they relate to permit processing.
Receives and dispenses information by telephone, email, and direct contact with the public.
Verifies that all required inspections have been completed, fees have been paid, and completion of interdepartmental tasks, prior to the issuance of the Certificate of Occupancy.
Provides solutions by utilizing problem solving skills and other methods to assist with the public and staff.
Notarizes department related documents.
Performs other duties as assigned.