Office Manager

JOB SUMMARY

Performs complex administrative and research duties in the areas of planning, zoning subdivision, property maintenance and building code compliance, department budget, contracts purchasing, and payroll, including Community Development Block Grant; administers condemnations, demolitions, and related contracts and lien records.

ESSENTIAL JOB FUNCTIONS

• Supports department responsibilities regarding budget, grants, new development and neighborhood sustainability laws, ordinances, and/or municipal codes.
• Resolves problems for internal and external customers.
• Uses legal descriptions to verify such factors as parcel number and property boundaries.
• Manages transactions pertaining to properties: condemnations, approvals, nuisance abatement, permits, and compliance.
• Accurately documents compliance with procedural and substantive requirements, showing status of actions.
• Compiles data from records to prepare reports and responses.
• Composes correspondence; maintains files.
• Receives, logs, and follows up requests and inquiries.
• Discusses matters with property owners, merchants, citizens, and other agencies and departments.
• Provides information and assistance to the public on code requirements, procedures, and decisions.
• Prepares, monitors, and documents department budget.
• Manages and documents purchasing, contracts, travel, and training activities.
• Manages financial activities for Community Development Block Grant.
• Manages department payroll.
• Supervises other clerical personnel regarding permit, issuance, money collection and receipting, and correspondence.
• May conduct employee performance appraisals.
• Coordinates volunteer board and commission members.
• Prepares Legal Descriptions for Planning Manager.
• Updates Website content for the department.
• Answers, responds, and resolves questions, correspondence, and inquiries concerning department. Routes calls and email requests to proper organization personnel.
• Answers all incoming calls and inquiries concerning liens, ownership, violations. Notifies proper organization personnel of sale and lien information.
• Prepares FOIA request concerning Liens and Permits.
• Performs any other related duties as required or assigned.

JOB DESCRIPTION

Qualifications

Must possess a high school diploma or equivalent, including or supplemented by courses in general administrative and business subjects; and five (5) years in responsible administrative or management position with at least one (1) year in work involving public contact and one (1) year of experience dealing with real estate records and finance; or an equivalent combination of education and experience. Three (3) years accounting experience; one (1) year of experience dealing directly with Geographic information systems (GIS), legal descriptions, land use, legal and government; and website management preferred. Special Requirements All applicants are subject to pre-employment drug testing; individual in this position will be subject to random drug & alcohol testing. Miscellaneous Information

DAYS & HOURS

Monday – Friday

8:00 AM – 5:00 PM