Administrative Clerk- Inspections

at  City of Portsmouth NH

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 schedule and 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!

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.

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 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.