Administrative Assistant to the Code Administration and Code Enforcement divisions. Assists the public with the issuance of vendor permits for by the City of Midland, receptionist for the Code Enforcement division when needed, regularly corresponds with the public, homeowners, builders, contractors, and other City of Midland staff. Meeting coordinator and payroll administrator. Provides assistance with divisional finances. Maintains a high level of customer service and professionalism at all times and is able to work as a teammate with other Code Administration staff.
- Answering phone calls for the Code Enforcement division which includes taking complaints from property owners and contractors alike. Provide general information on various related issues
- Dispatch Enforcement Officers and/or Maintenance staff to any pertinent complaint and enforcement activity
- Manage and delegate See Click Fix inquiries
- Inserts complaints into the Energov system
- Performs regular inventory and purchasing activities
- Assists the Code Enforcement Manager with budget monitoring and preparation
- Create check requests for invoices and reimbursements
- Create and amend forms/paperwork used by the division
- Compile and collect lot mowing lien payoffs for outstanding liens
- Compile lot mowing lien releases once the liens have been paid off
- Collect information for mobile vendors, scan documents, verify background information on applicants, create vendor permits in Energov and provide the paper records, issue permits
- Payroll duties such as processing timesheets, tracking hours, compiling proper documentation, and entering the information into the Munis system for each Code Administration and Code Enforcement employee
- Credit card consolidation for Department Managers and Code Enforcement Officers
- Coordinates the employee hiring and termination process with the Code Enforcement Manager and Director of Development Services
Other Duties Include:- Any related task that needs to be completed per Supervisor instruction
- Perform Department and Divisional training activities including scheduling, registration, advance check requests, and attending
- Process Contractor Applications including filing, scanning, documenting, and customer contact
- Proofreading and correcting any correspondence that leaves the office
- Compiling Monthly Progress Reports
- Compile spreadsheets, pertinent information, record minutes, and attend Junk Vehicle hearings
- Create Public Notices, notify Committee Members, attend and compile minutes for Zoning Board of Adjustment meetings
Ability to sit, stand and move about a building. Ability to lift sets of drawings and code books. Ability to sit at a desk behind a computer for extended periods of time. Ability to take and make phone calls, count money, and type data into computers. Occasionally travel locally to obtain supplies for the office and staff. Possible travel for training
- Ability to effectively communicate with contractors, citizens, public officials, and fellow employees in order to provide information for permits and other information requests. Must possess good telephone, email, and inperson customer service skills. Must be able to deal effectively with contractors, subcontractors, homeowners, field inspectors, and other departments. Ability to work with possible irate customers on occasion.
- Ability to read and understand written materials in order to provide information to the public. Skilled in the use of calculators, mobile phones, and personal computers. Must be familiar with databases, data retrieval/input, printers, scanners, and copiers. Must have experience and good working knowledge of Microsoft programs, including Word, Excel, and Outlook.
- High school diploma required
- Must be a Certified Notary through the State of Texas or have the ability to become certified
- Previous work in an office setting with clerical experience required
- Ability to multitask required
- Possess the ability to operate successfully in occasional high-stress situations and/or situations of high importance
- Previous experience as an Administrative Assistant preferred but not necessary
- Bilingual Spanish is preferred but not required