City of Indianapolis and Marion County

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Office Assistant-Bureau of Construction Services

at City of Indianapolis and Marion County

Pay: up to $13.26/hour
$13.26 - $
Posted: 5/23/2019
Job Status: Full Time
Job Reference #: 2346479
Keywords: clerical, office

Job Description

Overall Job Objective

Position Summary

Position is responsible to provide clerical, staff, and project support for the Bureau of Construction Services in the Division of Inspections. Support typically includes operating standard office equipment, answering phones, directing customers, providing general code information, opening and assigning investigations and inspections, providing violation and investigation case status, preparation of correspondence, meeting minutes, reports, file maintenance, and scheduling appointments. Candidate must have excellent oral and written communication skills and proficiency in various computer software programs that must include Microsoft Office programs.

Position Responsibilities

Answers phones.

Order, receive and distribute office supplies.

Directs phone calls to appropriate staff.

Provides phone coverage for other support personnel.

Organizes shared information.

Prepares files and binders.

Provides assistance for processing of investigation cases.

Coordinates and schedules appointments.

Documents and maintains detailed files.

Updates and prepares zoning verification letters for liquor license inspections.

Creates and tracks business license inspection requests.

Provides general zoning and weights and measure information to citizens.

Creates and maintains files for liquor license affidavit request.

Performs dispatch duty.

Prepares correspondence.

Assists with performance report updates.

Assists in the preparation for ordinance changes.

Responds and directs public information requests.

Researches permit cases and violations.

Develops and maintains various spreadsheets.

Assigns initial investigation requests to the proper inspector as requested.

Coordinates and maintains timecard and benefit leave information and documentation.

Other duties as assigned.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.

Qualifications

High school graduate or equivalent with three (3) years of general office experience utilizing a variety of computer related skills in an office setting; or the equivalent in education, training, and experience, which would provide the necessary knowledge, skills and abilities. Incumbent must have a high degree of clerical aptitude.

Must obtain and hold a valid Indiana Driver's license and have the ability to operate a City vehicle.

Must be Marion County residence within six (6) months from date of hire.

Independent Judgment

Typical requests are handled within department policies and standard operating procedures. A member of the management team is usually available for assistance. Errors in judgment could cause significant financial hardships for property owners, businesses and tenants as well as extreme embarrassment and/or liability for the City of Indianapolis.