City of Portsmouth, NH
Administrative Clerk- Inspections
City of Portsmouth, NH, Swanzey, New Hampshire, us, 03446
Starting salary for this position is $41,419.21 a year per the AFSCME 1386B Working Agreement. Detailed information about the AFSCME 1386B Working Agreement including salary scheduleand benefits can be found here: https://www.cityofportsmouth.com/hr/employment-contracts
After 12 months of successful employment, salary is $43,490.17 a year.
We welcome diverse and non-traditional backgrounds and encourage you to apply even if you don't satisfy every single bullet on this list.
Learn more about why our employees enjoy working with City of Portsmouth by watching this video:
Working for the City of Portsmouth
The City offers a generous compensation and benefits package that includes retirement paid time off including vacation holidays medical & dental insurance flexible spending account professional development career growth longevity incentives and more!
NATURE OF WORK
Position provides administrative services for the Inspection Department including but not limited to answering telephone inquiries, in person assistance to customers, developing office procedures, maintaining filing systems, preparing reports, preparing a variety of written correspondence, scheduling meetings and inspections. A key function is the administration of the building permit database tracking system. The position involves working closely with other city departments during the day-to-day administration of the Inspection Department programs.
SUPERVISION Incumbent works under the direct supervision of the Chief Building Inspector. Incumbent plans and carries out daily work with a degree of independence, in accordance with standard office practices and procedures, the rules and regulations governing the operations of the department, and previous training. Incumbent must be able to recognize inquiries of an in-depth technical nature and refer them to the appropriate staff person. The supervisor reviews reports and correspondence for accuracy and final approval. The incumbent must be familiar with and observe office procedures, city laws, rules, and regulations.
This work is subject to review according to the City's personnel plan through observation, reports and the results achieved. Errors can result in monetary loss, project delays, loss of service and/or legal repercussions.
ESSENTIAL FUNCTIONS
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to, or extension of, the position.
1. Assists the Chief Building Inspector in achieving the goals and objectives of the Inspection Department and is operationally involved in the day-to-day functions of the Inspection Department.2. Assists permit applicants in the completion of permit application forms. A solid understanding of the permit process, land use review boards and general construction methods and terminology is essential.3. Receives applications for building permits, sign permits, street encumbrance permits and reviews information for accuracy and completeness before acceptance.4. Enters applicable permit application information into the permit tracking database. Routes hard copies of all building permit applications to the appropriate reviewers. Monitors and maintains the permit tracking database to ensure the status of all permit applications is accurate and up to date. Prepares permit reports for the public and other agencies.5. Issues building, sign and street encumbrance permits. Collects fees for these permits and accounts for all transactions using established municipal accounting practices.6. Responds appropriately to inquiries and/or complaints from the public in a timely and courteous manner.7. Monitors and records Inspection Department employee work hours, overtime and leave time. Submits payroll authorizations to the Accounting Department. Tracks department purchases, submits payment vouchers and monitors Inspection Department budget. Weekly reconciles the construction permit fees and petty cash accounts and prepares the accounting transmittal form.8. Maintains all department files and electronic records and tracks file locations.9. Orders office supplies and maintains inventory of same.10. Attends night meetings for the purpose of taking minutes and transcribing same.11. Strong knowledge of Microsoft Windows, Excel and Word is essential.12. Performs other duties as assigned by the supervisor.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
An incumbent in this position consistently demonstrates a(n)...
1. A thorough knowledge of office procedures, practices and systems.2. Strong skills in the use and application of office and data processing equipment, business mathematics, American English and spelling.3. The ability to prepare and produce complex correspondence and reports.4. Proficiency in planning, completing and reviewing finished work products for thoroughness and accuracy.5. A strong understanding of the functions of the Inspection Department, how to research applicable laws, the roles and responsibilities of city officials, boards and committees, and various calendar cycles/deadlines for which the department is responsible.6. An ability to establish and maintain effective working relationships with co-workers, subordinates and superiors, employees in other municipal departments, city officials and customers.7. Proficiency in dealing with the public in a courteous and professional manor.8. An ability to communicate effectively with customers, other employees, city officials and other agencies orally and in writing.9. An ability to listen closely to customer inquiries which are often ambiguous, interpret what is being asked, develop a correct response or direct the customer to appropriate staff.10. An ability to maintain confidential information.11. An ability to plan work and complete assignments with minimal supervision.12. Manage multiple tasks efficiently within timeframes and deadlines, despite interruptions.13. Ability to communicate effectively with the general public, City staff, and government officials at all levels and maintain an understanding of racial equity, inclusion, and belonging.
ENVIRONMENT, WORKING CONDITIONS, PHYSICAL AND MENTAL EFFORT The position serves as the initial point of contact for all inquiries involving building and land use issues. The incumbent has constant contact with the public by answering inquiries and providing information which is often technical in nature. The incumbent must work in close harmony with the Planning Department staff to insure the smooth flow of information and documents. The incumbent has frequent contact with other city departments, outside agencies and vendors. The purpose of contacts is to respond to inquiries and complaints, give or receive information, or explain policies and procedures. Contacts occur in person, in writing, by email and on the telephone.
The work involves clerical, secretarial and administrative office duties of significant difficulty including independently maintaining records, transcribing meeting minutes and producing customer quality correspondence and other routine documents. The work requires the ability to take considerable initiative and exercise independent judgment. The incumbent must have the knowledge and ability to carry out highly responsible and complex clerical and administrative work and the judgment to determine when decisions need to be referred to a supervisor. The incumbent must follow department rules and regulations, city policies, City Charter and Ordinances; and when situations arise requiring the interpretation of these rules, the incumbent uses judgment and experience in selecting the most appropriate response for the situation. He/she relieves managers and/or administrative professionals from administering regulatory details as needed. The ability to manage multiple tasks efficiently within timeframes and deadlines, despite interruptions, is essential.
The incumbent works in a moderately noisy office setting; and is required to stand, walk, and reach with arms and hands up to 1/3 rd of the time; sit, talk or listen/hear, use hands up to 2/3 rd of the time. The incumbent frequently lifts up to 15 pounds. The position has normal vision requirements. Equipment operated includes computer and printer, fax/copier/scanner and other miscellaneous office equipment.
MINIMUM REQUIRED QUALIFICATIONS An applicant for this position must have, at a minimum, an Associates Degree preferably with an emphasis in the building or construction trades or design, or land use/building code regulations; and received additional training in business subjects, typing, shorthand, secretarial activities and training. Applicant must have strong computer skills and demonstrate knowledge in the use of Microsoft Word and Excel software programs and be fluent in the file management structure of Microsoft Windows. Four or more years of progressively responsible clerical experience in a construction/permitting/regulatory environment is strongly preferred.
(The above descriptions are illustrative. They are intended as guides for personnel actions and are not complete itemizations of all facets of any job.)
DISCLAIMERThe essential functions and duties described herein are normal for this position. They are intended as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similarly related or a logical assignment to or extension of the position. Other duties may be required and assigned by the supervisor. The City of Portsmouth is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. The City is committed to providing access to equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services programs, and activities. To request reasonable accommodation, contact our Human Resources Director by phone 603-610-4478.
APPLICATION SPECIAL INSTRUCTIONS
Finalist must complete pre-employment screening, drug testing, & background check.
After 12 months of successful employment, salary is $43,490.17 a year.
We welcome diverse and non-traditional backgrounds and encourage you to apply even if you don't satisfy every single bullet on this list.
Learn more about why our employees enjoy working with City of Portsmouth by watching this video:
Working for the City of Portsmouth
The City offers a generous compensation and benefits package that includes retirement paid time off including vacation holidays medical & dental insurance flexible spending account professional development career growth longevity incentives and more!
NATURE OF WORK
Position provides administrative services for the Inspection Department including but not limited to answering telephone inquiries, in person assistance to customers, developing office procedures, maintaining filing systems, preparing reports, preparing a variety of written correspondence, scheduling meetings and inspections. A key function is the administration of the building permit database tracking system. The position involves working closely with other city departments during the day-to-day administration of the Inspection Department programs.
SUPERVISION Incumbent works under the direct supervision of the Chief Building Inspector. Incumbent plans and carries out daily work with a degree of independence, in accordance with standard office practices and procedures, the rules and regulations governing the operations of the department, and previous training. Incumbent must be able to recognize inquiries of an in-depth technical nature and refer them to the appropriate staff person. The supervisor reviews reports and correspondence for accuracy and final approval. The incumbent must be familiar with and observe office procedures, city laws, rules, and regulations.
This work is subject to review according to the City's personnel plan through observation, reports and the results achieved. Errors can result in monetary loss, project delays, loss of service and/or legal repercussions.
ESSENTIAL FUNCTIONS
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to, or extension of, the position.
1. Assists the Chief Building Inspector in achieving the goals and objectives of the Inspection Department and is operationally involved in the day-to-day functions of the Inspection Department.2. Assists permit applicants in the completion of permit application forms. A solid understanding of the permit process, land use review boards and general construction methods and terminology is essential.3. Receives applications for building permits, sign permits, street encumbrance permits and reviews information for accuracy and completeness before acceptance.4. Enters applicable permit application information into the permit tracking database. Routes hard copies of all building permit applications to the appropriate reviewers. Monitors and maintains the permit tracking database to ensure the status of all permit applications is accurate and up to date. Prepares permit reports for the public and other agencies.5. Issues building, sign and street encumbrance permits. Collects fees for these permits and accounts for all transactions using established municipal accounting practices.6. Responds appropriately to inquiries and/or complaints from the public in a timely and courteous manner.7. Monitors and records Inspection Department employee work hours, overtime and leave time. Submits payroll authorizations to the Accounting Department. Tracks department purchases, submits payment vouchers and monitors Inspection Department budget. Weekly reconciles the construction permit fees and petty cash accounts and prepares the accounting transmittal form.8. Maintains all department files and electronic records and tracks file locations.9. Orders office supplies and maintains inventory of same.10. Attends night meetings for the purpose of taking minutes and transcribing same.11. Strong knowledge of Microsoft Windows, Excel and Word is essential.12. Performs other duties as assigned by the supervisor.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
An incumbent in this position consistently demonstrates a(n)...
1. A thorough knowledge of office procedures, practices and systems.2. Strong skills in the use and application of office and data processing equipment, business mathematics, American English and spelling.3. The ability to prepare and produce complex correspondence and reports.4. Proficiency in planning, completing and reviewing finished work products for thoroughness and accuracy.5. A strong understanding of the functions of the Inspection Department, how to research applicable laws, the roles and responsibilities of city officials, boards and committees, and various calendar cycles/deadlines for which the department is responsible.6. An ability to establish and maintain effective working relationships with co-workers, subordinates and superiors, employees in other municipal departments, city officials and customers.7. Proficiency in dealing with the public in a courteous and professional manor.8. An ability to communicate effectively with customers, other employees, city officials and other agencies orally and in writing.9. An ability to listen closely to customer inquiries which are often ambiguous, interpret what is being asked, develop a correct response or direct the customer to appropriate staff.10. An ability to maintain confidential information.11. An ability to plan work and complete assignments with minimal supervision.12. Manage multiple tasks efficiently within timeframes and deadlines, despite interruptions.13. Ability to communicate effectively with the general public, City staff, and government officials at all levels and maintain an understanding of racial equity, inclusion, and belonging.
ENVIRONMENT, WORKING CONDITIONS, PHYSICAL AND MENTAL EFFORT The position serves as the initial point of contact for all inquiries involving building and land use issues. The incumbent has constant contact with the public by answering inquiries and providing information which is often technical in nature. The incumbent must work in close harmony with the Planning Department staff to insure the smooth flow of information and documents. The incumbent has frequent contact with other city departments, outside agencies and vendors. The purpose of contacts is to respond to inquiries and complaints, give or receive information, or explain policies and procedures. Contacts occur in person, in writing, by email and on the telephone.
The work involves clerical, secretarial and administrative office duties of significant difficulty including independently maintaining records, transcribing meeting minutes and producing customer quality correspondence and other routine documents. The work requires the ability to take considerable initiative and exercise independent judgment. The incumbent must have the knowledge and ability to carry out highly responsible and complex clerical and administrative work and the judgment to determine when decisions need to be referred to a supervisor. The incumbent must follow department rules and regulations, city policies, City Charter and Ordinances; and when situations arise requiring the interpretation of these rules, the incumbent uses judgment and experience in selecting the most appropriate response for the situation. He/she relieves managers and/or administrative professionals from administering regulatory details as needed. The ability to manage multiple tasks efficiently within timeframes and deadlines, despite interruptions, is essential.
The incumbent works in a moderately noisy office setting; and is required to stand, walk, and reach with arms and hands up to 1/3 rd of the time; sit, talk or listen/hear, use hands up to 2/3 rd of the time. The incumbent frequently lifts up to 15 pounds. The position has normal vision requirements. Equipment operated includes computer and printer, fax/copier/scanner and other miscellaneous office equipment.
MINIMUM REQUIRED QUALIFICATIONS An applicant for this position must have, at a minimum, an Associates Degree preferably with an emphasis in the building or construction trades or design, or land use/building code regulations; and received additional training in business subjects, typing, shorthand, secretarial activities and training. Applicant must have strong computer skills and demonstrate knowledge in the use of Microsoft Word and Excel software programs and be fluent in the file management structure of Microsoft Windows. Four or more years of progressively responsible clerical experience in a construction/permitting/regulatory environment is strongly preferred.
(The above descriptions are illustrative. They are intended as guides for personnel actions and are not complete itemizations of all facets of any job.)
DISCLAIMERThe essential functions and duties described herein are normal for this position. They are intended as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similarly related or a logical assignment to or extension of the position. Other duties may be required and assigned by the supervisor. The City of Portsmouth is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. The City is committed to providing access to equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services programs, and activities. To request reasonable accommodation, contact our Human Resources Director by phone 603-610-4478.
APPLICATION SPECIAL INSTRUCTIONS
Finalist must complete pre-employment screening, drug testing, & background check.