Office Coordinator - City of Oak Park

JOB DESCRIPTION (FULL-TIME)

JOB TITLE:

Office Coordinator

TPOAM Grade 6

REPORTING RELATIONSHIP: Reports to the Deputy Director

SUMMARY OF FUNCTION

Responsible for coordinating activities of office personnel engaged in preparing records, reports, or correspondence, responding to public inquiries concerning City services, issuing permits, scheduling inspections and all activities associated with contract registration. Serves as Administrative Assistant to the Department Director and Deputy Director. Performs data entry and prepares documents using Word and Excel programs. Coordinates and maintains Municipal Services department files accurately. Provide over the counter assistance to residents, business owners, and contractors in obtaining information regarding City services.

ESSENTIAL TASKS

• Monitors and gives feedback on work performance of office staff and makes recommendations regarding office operations.
• Create and maintain a Policy and Procedure manual.
• Train other staff members on equipment, software systems, and department procedures
• Schedule and coordinate the office, solving problems that may arise.
• Compiles and maintains financial and statistical records: prepares related reports.
• Able to accurately prepare minutes of board and committee meetings.
• Prepare large mailings by using merging features of computer programs.
• Efficiently organize and maintain filing systems, both manual and computerized.
• Prepare inter-office notices, bulletins and memoranda, compile information and prepare records and reports.
• Act as secretary by Composing and/or proofreading letters and memorandums for signature of supervisors; making appointments and follow up of scheduled activities.
• Set up procedures for tracking permit items such as Temporary Certificate of Occupancies, bonds and closure of permits.
• Set up procedures for tracking rental and apartment registrations and coordination of the rental inspector schedule.
• Ensures that mail for the department is open and distributed.
• Order supplies and materials.
• Perform bookkeeping and/or accounting for the department i.e. accounts payable and reconciliation of daily receipts.
• Assist the Building Official and/or Deputy Building Official with assignments as required.

KNOWLEDGE SKILLS AND ABILITES

• Ability to type 40 words per minute at 95% accuracy
• Considerable experience in working with the public.
• Shall have the ability to review scope of work and give advice to customers on which permits will be required.
• Considerable knowledge of software programs including BS&A, Microsoft Office, and ability to learn additional software applications.
• Basic knowledge of laws, ordinances, and codes dealing with blight, building codes, zoning standards and other requirements.
• Able to communicate effectively, both orally and in writing.

EDUCATION AND EXPERIENCE

• Graduation from an accredited high school, preferably with training in business subjects.
• More than one year of Building Department clerical experience, preferably in local government.
• A two-year degree or certificate in a construction related field is desirable.
• Supplementary business training at a community college, ICC Certified Permit Technician, secretarial training, etc. is desirable.

SPECIAL WORKING CONDITIONS

• Ability to kneel, stoop, sit, or stand for long periods of time.
• Ability to communicate over a telephone.
• Able to maintain a calm and reasoned demeanor and response in the presence of members of the public who for any reason behave in an angry, hostile, or anxious manner.
• Able to concentrate on the work at hand in an office environment in the presence of potentially distracting noises from sources such as, conversations and telephones.

SALARY RANGE - This is a full-time position in a unionized environment with an hourly rate of $23.1085 - $26.7030 with benefits.

BENEFITS - A comprehensive package is available and includes healthcare, dental, vision, life insurance, retirement and section 125 plan.

NOTE - This job description is intended to indicate the general nature of responsibilities typically assigned to the job. The description is not necessarily exhaustive or intended to limit the supervisor's right to modify assignments as necessary.

The City of Oak Park does not discriminate in its employment or any other programs or activities on the basis of race, religion, color, creed, national origin, ancestry, ethnicity, gender, economic status, age, marital status, sexual orientation or disability. We provide reasonable accommodation for qualified individuals with a disability, if requested. Notification of the need for accommodation must be made at the time of application.