supervisor (clerk)

GENERAL PURPOSE

Performs a variety of routine and complex supervisory, clerical, and administrative duties. Is responsible for training and scheduling of divisional clerical staff. Provides permitting and code enforcement operations and administrative support for to the building official. Assist in the administration of the standard operating policies and procedures of the division. Provide effective public relations with the general public, public officials, and other city departments.

SUPERVISION EXERCISED

The employee directly supervises the (2) Building Permit Clerks and (1) Office Assistant.

ESSENTIAL DUTIES AND RESPONSIBILITIES

CORE COMPETENCIES:

Responsible for supervision and scheduling of permit staff.

Oversees permit clerks in the issuance of building permits, registrations, licenses, payments and daily cash drawer balancing and preparation of transmittal reports and funds to the finance department.

Reviews daily work of permit staff and verifies for accuracy and completeness.

Prepares weekly and monthly construction activity reports for dissemination to area news media; prepares monthly construction activity reports for distribution to public and other staff; prepares monthly report detailing permit issuance to Census Bureau.

Responds to building related open records, requests and inquiries from general public and other departments and counsels and assists citizens.

Oversees investigations and follow up on related citizen requests, and where possible, provides solutions or direction to appropriate department or outside agency; involves a significant amount of interaction with citizens, via both phone and personal contact.

Answers telephone and routes calls to proper person within the department.

Back up to Principal Secretary duties in their absence.

Serve as a member of various employee committees, as assigned.

Provides assistance to other divisions, within department, as needed.

Possesses and maintains a valid driver's license and comply with City of Killeen driving policy.

Adheres to assigned work schedule as outlined in the Department and City attendance policies and procedures; ensures all behaviors comply with the City's Personnel Rules and Regulations; possesses and maintains a valid driver's license, if required, and comply with City of Killeen driving policy accordingly.

Other duties as assigned.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION AND EXPERIENCE:

1. Graduation from high school or equivalent; and

2. Two (2) years increasingly responsible related experience, with a minimum of one (1) year being supervisory experience; or

3. Any equivalent combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES:

1. Considerable knowledge of building and divisional administration; considerable knowledge of manual and computerized record keeping systems.

2. Skill in the operation of modern office equipment and permitting software.

3. Ability to establish positive, effective working relationship with city development staff, contractors, developers, architects, engineers, business and property owners, and the general public.

4. Working knowledge of computers, and some knowledge of accounting principles and practices.

5. Ability to perform and review cashier duties accurately.

6. Working knowledge of office practices, filing, scanning and procedures.

7. Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.

8. Possess a high degree of decision-making skills and sound judgment in order to provide for the smooth flow of operations in the absence of the Building Official.

9. Maintains regular and punctual attendance.

SPECIAL REQUIREMENTS

1. Must have a valid driver's license by date of hire.

2. Must obtain and maintain a Texas Driver's License within 90 days of hire.

TOOLS AND EQUIPMENT USED

Personal computer, including word processing and permitting software, calculator, copy and fax machine, telephone, and scanning equipment.

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 the essential functions.

Work is performed mostly in office settings. Hand-eye coordination is necessary to operate computers and various pieces of office equipment.

While performing the duties of this job, the employee is frequently required to stand or sit; walk; talk and hear; use hands and fingers to handle, feel or operate objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above 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 the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.