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Code Enforcement Administrative Assistant

For City of Burlington

This position is responsible for providing administrative and clerical support to the Permitting & Inspections Department.  In addition, this position is responsible for providing data input and reporting on a variety of database information. This position is distinguished from other administrative positions, as it is responsible for providing "Administrator" level office support.

Essential Job Functions

 

  • Provide routine administrative support, including, but not limited to: answering telephones, opening and distributing incoming and outgoing mail, scheduling appointments, meetings and meeting space, typing, photocopying, data entry, filing, and ordering office supplies.
  • Answer and route phone calls to appropriate Permitting and Inspections staff.
  • Process and generate inspection orders in a timely manner; review the orders for accuracy and adherence to protocols, as well as make entries as specified by inspectors or manager.
  • Receive and process complaint information via telephone, email, walk-in, etc., enter into the database, and forward to appropriate staff.
  • Process rental compliance and zoning compliance request forms.
  • Process zoning certificate of occupancy requests.
  • Transmit rental and zoning compliance letters to attorneys, realtors, property owners, etc.
  • Educate and inform property owners, real estate agents, paralegals as well as the public about the departmental policies, ordinances and new requirements.
  • Respond to the public requests for information via telephone, email, walk-in, etc.
  • Perform financial and accounting operations including, but not limited to: collecting rental registration payments and various fees, processing and forwarding batches to the Clerk and Treasurer's office.
  • Receive, review and perform data input of Rental Registration Applications and fee information.
  • Update database upon receiving information pertaining to current property owner address and contact information, and other required data, as well as review updated information for properties for which rental registration and fees have not been received, and produce listing for manager's review.
  • Perform data input of property transfer or change of use information as received, including, but not limited to: receipt of property transfers, information from the Clerk's or Assessor's Office, information from Permitting & Inspections staff, via mail receipt of forms, walk-ins, etc.
  • Receive and resolve customer complaints for manager review.
  • Prepare and type letters, minutes, memos, affidavits, liens, conformance forms, Certificates of Occupancy, etc.
  • At direction of manager, schedule routine inspections, via phone or letter.
  • At direction of manager, enter various information into the data system, which may include permit applications, inspection reports, orders, tickets, re-inspection, and complaint information.
  • Examine and review permit forms and materials to ensure all required information is included in accordance with department procedures.
  • At direction of manager, produce various reports from the data system.
  • Retrieve files as necessary for conformance requests, complaints, inspections, orders, affidavits, etc.
  • Organize and maintain Permitting and Inspection files in a clear and coherent manner to allow for easy retrieval of information as needed.
  • Schedule and secure locations for meetings related to department business to include department supported boards and commissions.
  • Act as staff to the Burlington Board of Health, to include, scheduling and warning meeting times and locations, preparation of agendas and associated meeting packets, organizing and gathering post meeting information as necessary, and prompt preparation of minutes.

Non-Essential Job Functions:

Performs other duties as required.
Nov 14, 2019
11/19/2019 11:59 PM Eastern
High school diploma or equivalent and two (2) years' experience in an office environment, with emphasis on data entry, required. Ability to work independently and as part of the customer service team in a fast paced, complex, detail-oriented office environment that features many repetitive tasks and deadlines. Ability to handle multiple tasks simultaneously, work under pressure, and adhere to schedules required. Ability to interact professionally and respectfully with co-workers, members of the public, and elected officials, in person, by telephone and through email. Must provide customers with prompt and courteous service. Ability to operate standard and computerized office equipment. Ability to occasionally work overtime, nights and weekends. Ability to operate in a Windows based operating environment using word-processing, spreadsheets and specialized database software required. Ability to handle numerous phone calls and multi-task in a busy office environment. Ability to handle large sums of money. Ability to communicate effectively both orally and in writing. Ability to work with a diverse population with a strong commitment to equity and inclusion, among City staff and the general public. Demonstrated commitment to diversity, equity and inclusion as evidenced by ongoing trainings and professional development. Regular attendance is necessary and is essential to meeting the expectations of the job functions. Ability to handle public complaints with tact and provide excellent customer service. Ability to handle and file confidential material with discretion and tact. Attention to detail required. Ability to establish work and filing systems and keep information organized and accessible required. Ability to understand the Code Enforcement systems and obtain a general knowledge of related ordinances. Ability to attend monthly meetings or events outside normal business hours is required.
High school diploma or equivalent
Burlington, VT
Regular Full Time Non Exempt
$21.46 - $23.90 Hourly
The City of Burlington will not tolerate unlawful harassment or discrimination on the basis of political or religious affiliation, race, color, national origin, place of birth, ancestry, age, sex, sexual orientation, gender identity, marital status, veter