Fire Department Inspectional Services Secretary at Village of Glenwood (Illinois)

Glenwood, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Feb, 26

Salary

0.0

Posted On

05 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service Excellence, Attention to Detail, Effective Communication, Organizational Skills, Technical Proficiency, Confidentiality & Integrity, Teamwork & Collaboration

Industry

Description

Description JOB DESCRIPTIONTitle: Fire Department Inspectional Services SecretaryFLSA Status: Non-Exempt GENERAL PURPOSE Under the supervision of the Fire Chief, the Fire Department Inspectional Services Secretary performs administrative, clerical, and customer service duties in support of the Fire Department’s daily operations. Responsibilities include coordinating with building contractors, real estate companies, and residents, scheduling inspections; processing permits and licenses; maintaining department records; and providing general administrative assistance as assigned by the Fire Chief. This position also provides cross-departmental support to the Village of Glenwood’s administrative office, including cashiering, mail sorting, answering phones, and assisting residents with services such as vehicle stickers, animal licenses, and voter registration. CORE COMPETENCIES • Customer Service Excellence: Demonstrates professionalism, courtesy, and responsiveness in all public and staff interactions. • Attention to Detail: Maintains accurate records, ensures compliance with public record laws, and follows established retention and FOIA procedures. • Effective Communication: Communicates clearly and professionally, both verbally and in writing, with staff, contractors, and community members. • Organizational Skills: Prioritizes and manages multiple tasks, meets deadlines, and maintains structured workflows. • Technical Proficiency: Demonstrates skill in Microsoft Office Suite, municipal software systems, and database management. • Confidentiality & Integrity: Handles sensitive information with discretion, maintaining a high standard of ethics and professionalism. • Teamwork & Collaboration: Works cooperatively with colleagues and leadership to meet departmental and Village-wide objectives. ESSENTIAL FUNCTIONS • Greet all visitors courteously and ensure security procedures are consistently followed. • Answer, screen, and route telephone calls in a professional and timely manner. • Communicate effectively with supervisors, staff, community members, and contractors. • Calculate, collect, and record contractor license and building permit fees. • Prepare, issue, and maintain records of building permits and contractor licenses. • Schedule inspections and notify inspectors of all scheduled activities. • Issue real estate transfer stamps and exemptions; collect and record applicable fees. • Prepare and distribute annual pool inspection and rental inspection correspondence. • Maintain court fines documentation and attend monthly court hearings as requiredPrepare Freedom of Information Act (FOIA) reports as directed by the FOIA Officer. • Prepare and send landlord “Crime-Free Housing” letters. • Process Point of Sale (POS) inspections and maintain corresponding escrow records. • Process and follow up on property maintenance complaints. • Mail court summons constituents in violation of Village Code Ordinances. • Utilize municipal court systems and databases for accurate recordkeeping. • Organize and advertise Zoning Commission meetings in compliance with Village procedures. • Process payments and paperwork for vacant and foreclosure properties. • Provide administrative assistance, cashier functions, and mail handling as needed. • Perform other related duties as assigned by the Fire Chief. Requirements MINIMUM QUALIFICATIONS • High school diploma or GED required. • At least two (2) years of secretarial or clerical experience; experience within a building department is preferred. • Excellent typing skills and proficiency in computer applications are required. • A valid driver’s license is required. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. While performing the duties of this job, the employee is regularly required to reach hands and arms. The employee frequently is required to stand, talk, hear, walk, and use hands to finger, handle, feel, or operate objects, tools, or controls. The employee is occasionally required to sit, stoop, kneel, or crouch. EQUAL EMPLOYMENT OPPORTUNITY The Village of Glenwood is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, veteran status, or any other legally protected status. The Village is committed to creating an inclusive workplace that values diversity and ensures fair treatment for all employees and applicants.

Responsibilities

The Fire Department Inspectional Services Secretary performs administrative, clerical, and customer service duties in support of the Fire Department’s daily operations. Responsibilities include coordinating inspections, processing permits, maintaining records, and providing administrative assistance as assigned by the Fire Chief.