Customer and Executive Services Manager

Position: Customer and Executive Services Manager

Location: Elkhart, IN

Job : 1089

# of Openings: 0

DEPARTMENT: BUILDING & CODE

POSITION: CUSTOMER AND EXECUTIVE SERVICES MANAGER

DIVISION: PERMIT CENTER

STATUS: FULL-TIME

CATEGORY: SALARIED, Up to 60,600

FLSA: EXEMPT

REPORTS TO: BUILDING COMMISSIONER

The Customer and Executive Service Manager leads and directs day-to-day administrative support and customer service staff for the Building and Planning Departments. Supports the Building Commissioner's executive duties. Manages the City of Elkhart's Permit Center

• Lead and direct the office services staff in their daily duties.
• Coordinate work schedules for office services and building department staff.
• Supervise Office Services staff in their various duties including maintaining attendance and payroll records for the department staff, balancing out cash collections on a daily basis, and other clerical duties.
• Develop departmental policies and procedures for office staff and enforce departmental and City policy.
• Maintain financial records and track all budget expenditures for Building & Code, Planning Department, Rental Program, and Unsafe Building actions taken under IC 36-7-9.
• Track all day-to-day building inspection activities, code inspection activities, and rental inspection activities for reporting purposes and needed reference, and prepare accurate and timely reports on inspection activity and statistics for the Building Commissioner.
• Assist the Building Commissioner with compiling researched information regarding codes, statutes, ordinances, and other regulatory standards related to building inspection and code enforcement.
• Prepare legal documents and packets for OTA Hearings and BOS meetings.
• Document and keep track of rental program, including sending out letters to expired rental registrations and finding unregistered rental properties.

• Train department staff on the all steps of software applications in use by the department, namely Civic Gov, See Click Fix /311 and Incode.
• Prepare Invoices for board-ups, demolitions, clean ups, and mowings.
• Process Notices of Unpaid and Lien Certification for unpaid invoices.
• Update all permits, zoning, rental, license, and instructional applications and documents as needed and upload to the City Website and Civic Gov as needed.
• Create and update all documents and all processes in Civic Gov, including coding in the back end and front end of the program for all permits, licenses, zoning applications, user accounts and fees/invoices.
• Receive visitors and telephone calls and direct them to the appropriate staff. Answer questions of other departments, employees, and the general public relative to Building, Planning, Community and Economic Development.
• Research various sources for Department staff.
• Assign staff to attend and transcribe dictation for department and related board meetings.
• Supervise office services staff in maintaining financial records.
• Other duties as required by the department heads and staff.

• High school diploma or G.E.D. equivalent.
• Experience in a similar position with advanced administrative support services training and/or education beyond high school.
• Education and/or experience in computer applications including MS Office apps, accounting software, and web-based business applications.
• Experience in permitting process/construction office management
• Experience supervising staff members. Experience in customer service.

• Adept knowledge of general office and clerical procedures, office equipment operation, standard software applications, customer service protocols, internet usage for business functions, and administrative support functions.
• Ability to communicate effectively and tactfully with the general public, department heads, and fellow employees verbally and in writing.
• Ability to use sound judgment and make decisions effectively.
• Knowledge regarding building code and zoning regulations is preferred.
• Basic bookkeeping skills are essential.
• Advanced computer usage skills required.
• Management and administrative support skills required.
• Ability to transcribe from recordings or dictation and/or take shorthand.
• Ability to type accurately 60 wpm.

• Logical thinking to solve problems.
• Ability to read, write, interpret, and verbally give instructions.
• Ability to be physically mobile within a multi-office…