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Department Secretary

Department of Job Listing: 
Community Services
Salary Range: 

Salary Range: $32,011.20 - $42,827.20

General Function: 

Performs work of an administrative nature utilitzing skill, knowledge and abilities normally acquired prior to assuming the position.  The employee is responsible for managing daily workflow in the Code Enforcement Division, interacting with residents, businesses, contractors and other City departments, providing support to the Inspection and Planning Divisions, and performing various other duties relating to the Planning, Inspection and Code Enforcement Divisions of the Community Services Department. 

Essential Duties: 
  • Creates Code Enforcement letters, reviews photographs and incident notes, makes recommendations on case resolutions including nuisance abatement and prosecution.
  • Interacts with stakeholders in person, via telephone and by electronic communication, explains basic procedures and provides information about cas resolution, provides good customer service while following established protocols, works to deescalate tense situations when possible and uses proper discretion to request supervisory involvement.
  • Uses discretion within established guidelines to assess or waive administrative fees, grant or refuse extension requests and/or close incidents.
  • Mails Code Enforcement letters, organizes certified mail receipts, assists with mailings for other divisions.
  • Maintains Code Enforcement files, including performing regular maintenance on the relevant computer systems.
  • Prepares and maintains files for abatement cases and for the Enviormental Court.  Interfaces with City Attorney and relays directions and information from Department management regarding pending cases.
  • Manages daily workload for Code Enforcement Officers.
  • Serves as primary relief coverage for the permit desk and preforms all related job functions, including taking payments, issuing over-the-counter permits and licenses, answering customer questions, scheduling inspections and balancing daily receipts.
  • Prepares detailed reporting on abatement cases for presentation to the City Council.
  • Preforms  a variety of administrative tasks including creating requisitions, preparing reports, drafting agenda items and making supply orders.
  • Keeps front office work areas presentable and well organized.
  • Working enviroment is primarily indoors in a climate-controlled office, some exposures to outdor weather conditions may be necessary as required.
  • Preforms related duties as assigned or required.  
Minimal Acceptable Qualifications: 
  • Knowledge of basic secretarial skills including word processing and spreadsheets.
  • Ability to prepare reports in a clear and concise manner, 
  • Ability to communicate clearly and concisely, both oally and in writing.
  • Experience in a customer service-oriented setting and/or experience appropriately handling upset or abusive customers.
  • Ability to establish and maintain effective working relationships with other employees of the City as well as citizens, contractors, and other professional contacts. 
  • Ability to read and write and to perform sumple mathematical calculations using a calculator or adding machine.
  • Ability ot operate assignedequipment.
  • Possession of national certification as a Property Maintenance and Housing Code Inspector or ability to obtain such certification within one (1) year of hire.
  • Possession of a valid Oklahoma State Driver license with a driving record acceptable to the City's insurance carrier.
  • Ability to work overtime when necessary.
  • Ability to handle stressful situations. maintaining tact and diplomacy during potentially hostile situations with irate customers.
  • Possession of a hight school diploma or GED.

 

Additional Desirable Qualifications: 
  • Thirty (30) hours of college credit from an accredited college or univeristy.
  • Microsoft Office or related type of computer process training certificate.
Supervision Given and Received: 

Performs duties under the direct supervision of the City Planner/Assistant Director.  Employee does not supervise others.