Administrative Assistant Neighborhoods

POSITION SUMMARY

The Administrative Assistant works under the direction of the Ordinance Enforcement Manager within the Department of Neighborhoods. This position is a public facing, customer service position that also assists Code Enforcement Officers with research and reports, responds to inquiries, manages collections and ensures quality documentation and records of all case work.

• Receives and responds to complaints of potential code violations.
• Assists the public with inquiries in person, via phone and email. Responds with correspondence, records and in-person meetings. Upholding the City's customer service standards.
• Assists enforcement officers with essential correspondence, including courtesy notices, notice of violations, and appeals.
• Maintains case logs and searches records related to inspections and enforcement activities.
• Maintains registry of vacant properties and manages annual registration process.
• Prepares documentation for case proceedings through court for resolution.
• Communicates with the public and processes GRAMA requests for information.
• Works on coordinated enforcement efforts with other city departments, such as police, fire, and community development, and with other agencies, such as the health department.
• Prepares progress reports and summaries of code enforcement actions.

• Processes abatement orders between the courts and property owners.
• Hires and communicates with contractors to clean up, secure properties, and remove nuisances.

• Maintains records of fines accrued, payments, due dates and overdue fines.
• Initiates collections of fines, utilizing collection agencies as needed.
• Processes liens on properties for non-payment.

• Maintains agendas, minutes, and case tracking for Community Impact Team (COMMIT).
• Assists Animal Services with fines accrued, payments, due dates and overdue fines.
• Serves as a resource to other City departments, divisions and outside agencies.
• Participates in community events to educate public on role of code enforcement and neighborhoods department.
• Other duties as assigned by Manager and Director.

Graduation from high school or GED equivalent and three years of experience as a secretary, or administrative, or customer service assistant, or any equivalent combination of related education and experience. Preference will be given to applicants with an Associate degree or higher.

• Knowledge of how to research and apply local, county and state ordinances and regulations.
• Knowledge of methods, policies, and procedures for issuing notices, citations and Notices of Violation.
• Skill in communicating effectively, both verbally and in writing. Skill using professional business communication techniques and in communicating with diverse cultural and socioeconomic groups.
• Skill in customer service and relating to people in stressful situations.
• Skill in effective conflict management methods.
• Skill establishing and maintaining productive working relationships with colleagues and the public.
• Skill in decision-making using independent judgment and analyzing situations to make appropriate decisions.
• Skill in properly handling confidential information and files.
• Skill in word processing, spreadsheets, office machine usage, mobile electronic devices and industry related software.
• Ability to accurately detect, document and report violations and hazards.
• Ability to follow standard procedures for documenting, reporting and file management.
• Ability to prepare and present evidence and follow procedures necessary for administrative law judge hearings.
• Ability to work independently, including solo encounters with property owners or tenants.
• Ability to establish and maintain positive and effecting working relationships with…