The City of Bay City, Michigan
Administrative Secretary II
The City of Bay City, Michigan, Bay City, Michigan, United States, 48706
City of Bay City
Full Time - Administrative Secretary II
Community Development Department - U.W.U.A. L542
JOB SUMMARY This is a skilled administrative support position responsible for a wide variety of routine clerical and administrative duties. Under the supervision of the Building Official assists with the Building Division's permit and inspection processes. Maintains related records and serves as a liaison to the public regarding building inquiries and administrative processes. Performs permit intake and administrative tasks of the Building Department.
ILLUSTRATIVE JOB DUTIES AND RESPONSIBILITIES An employee in this position may be called upon to do any or all of the following essential functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the class. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
Responsible for the day-to-day intake, processing and tracking of permit applications including but not limited to building, electrical, plumbing, mechanical, demolition, sign, and soil erosion. Receives, reviews and processes permit applications, construction plans and supporting documentation for completeness, accuracy and conformance with local, state, and federal building codes and other applicable established criteria.
Calculates and collects fees according to established Fee Schedule.
Provides clerical services including answering phones, directing calls, taking messages, interacting with public, distribution of mail, and coordination of appointments. Compiles, copies, sorts, and organizes records of department activities and transactions. Enters data, submitted construction plans, permit and general information into the BS&A system.
Provide customer service pertaining to inquiries and information for construction plans and building codes. Responds to inquiries from the public, contractors and other parties regarding building and construction matters. Answers phone, responds to walk-in requests, and facilitates the permit process by providing information and guidance on various requirements and procedures.
Communicates with customers, employees, and other individuals relative to the Building Department to include plan review, permit processing, inspection scheduling and information sharing.
Provides coordination and assistance of day-to-day activities to the Building Official
Receipts incoming payments in the BS&A and New World systems.
Provides administrative support by conducting research, preparing statistical reports, handling information requests and preparing and processing administrative documents.
Prepares technical and financial reports, letters, forms, and records from copy, rough draft, or other sources; operates a variety of office equipment including computer, copier, fax machine, scanner, and printer.
Prepares and updates various reports, assists in the preparation and administration of departmental activities such as research, public relations, and analysis of proposal.
Assists with accounts receivable/payable, by summarizing invoices, receipts, and purchases, and prepares pertinent requisitions.
Opens, and routes mail; answer letters and general correspondence; coordinates Building Official's appointment schedule and makes travel arrangements.
Assists with Code Enforcement administrative duties as needed
Performs related work as assigned.
MINIMUM JOB REQUIREMENTS
The requirements listed below are representative of the knowledge, skills, abilities, and qualifications necessary to perform the essential functions of the position.
Ability to:
Ability to assemble and maintain data and prepare reports from such data.
Must demonstrate competency to oversee and identify areas of concern with ability to differentiate urgent matters to be directed to the proper work groups.
Must have the ability to exercise discretion and judgment, and to keep strictly confidential all matters related to the operations of the office.
Must have the ability to work independently with minimal supervision.
Education/Experience:
Associate' degree in business with emphasis on office management or business administration or Certified Professional Secretary (CPS), or equivalent education and experience.
A minimum of three (3) years of administrative experience that included advanced secretarial responsibilities in a confidential office setting.
Must possess excellent computer skills and be proficient with Microsoft Office applications and have the ability to learn the BS&A system, New World software platform and City Website software.
Must possess excellent interpersonal skills when dealing with the general public, City officials, employees, with the ability to respond to requests inquiries and resolve code related issues in a professional manner.
Must possess excellent organizational and time management skills with the ability to work with numerous interruptions and work effectively under time constraints to meet deadlines.
Must possess and maintain a valid Michigan driver's license.
Please see the Full Job Description for more Information
Community Development Department - U.W.U.A. L542
JOB SUMMARY This is a skilled administrative support position responsible for a wide variety of routine clerical and administrative duties. Under the supervision of the Building Official assists with the Building Division's permit and inspection processes. Maintains related records and serves as a liaison to the public regarding building inquiries and administrative processes. Performs permit intake and administrative tasks of the Building Department.
ILLUSTRATIVE JOB DUTIES AND RESPONSIBILITIES An employee in this position may be called upon to do any or all of the following essential functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the class. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
Responsible for the day-to-day intake, processing and tracking of permit applications including but not limited to building, electrical, plumbing, mechanical, demolition, sign, and soil erosion. Receives, reviews and processes permit applications, construction plans and supporting documentation for completeness, accuracy and conformance with local, state, and federal building codes and other applicable established criteria.
Calculates and collects fees according to established Fee Schedule.
Provides clerical services including answering phones, directing calls, taking messages, interacting with public, distribution of mail, and coordination of appointments. Compiles, copies, sorts, and organizes records of department activities and transactions. Enters data, submitted construction plans, permit and general information into the BS&A system.
Provide customer service pertaining to inquiries and information for construction plans and building codes. Responds to inquiries from the public, contractors and other parties regarding building and construction matters. Answers phone, responds to walk-in requests, and facilitates the permit process by providing information and guidance on various requirements and procedures.
Communicates with customers, employees, and other individuals relative to the Building Department to include plan review, permit processing, inspection scheduling and information sharing.
Provides coordination and assistance of day-to-day activities to the Building Official
Receipts incoming payments in the BS&A and New World systems.
Provides administrative support by conducting research, preparing statistical reports, handling information requests and preparing and processing administrative documents.
Prepares technical and financial reports, letters, forms, and records from copy, rough draft, or other sources; operates a variety of office equipment including computer, copier, fax machine, scanner, and printer.
Prepares and updates various reports, assists in the preparation and administration of departmental activities such as research, public relations, and analysis of proposal.
Assists with accounts receivable/payable, by summarizing invoices, receipts, and purchases, and prepares pertinent requisitions.
Opens, and routes mail; answer letters and general correspondence; coordinates Building Official's appointment schedule and makes travel arrangements.
Assists with Code Enforcement administrative duties as needed
Performs related work as assigned.
MINIMUM JOB REQUIREMENTS
The requirements listed below are representative of the knowledge, skills, abilities, and qualifications necessary to perform the essential functions of the position.
Ability to:
Ability to assemble and maintain data and prepare reports from such data.
Must demonstrate competency to oversee and identify areas of concern with ability to differentiate urgent matters to be directed to the proper work groups.
Must have the ability to exercise discretion and judgment, and to keep strictly confidential all matters related to the operations of the office.
Must have the ability to work independently with minimal supervision.
Education/Experience:
Associate' degree in business with emphasis on office management or business administration or Certified Professional Secretary (CPS), or equivalent education and experience.
A minimum of three (3) years of administrative experience that included advanced secretarial responsibilities in a confidential office setting.
Must possess excellent computer skills and be proficient with Microsoft Office applications and have the ability to learn the BS&A system, New World software platform and City Website software.
Must possess excellent interpersonal skills when dealing with the general public, City officials, employees, with the ability to respond to requests inquiries and resolve code related issues in a professional manner.
Must possess excellent organizational and time management skills with the ability to work with numerous interruptions and work effectively under time constraints to meet deadlines.
Must possess and maintain a valid Michigan driver's license.
Please see the Full Job Description for more Information