Code Administration Records Clerk

City of Kalamazoo; Kalamazoo (MI); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Kalamazoo is seeking a detail-oriented secretarial and customer service professional for the Community Planning and Economic Development department. The role involves data entry, records management, and multi-tasking across permit processing and mail handling.

Responsibilities include assisting the public, handling payments, coordinating inspections, and supporting staff with scheduling and reports. Strong typing and office skills are essential in a busy municipal office environment.

Qualifications

• Completion of secretarial studies and at least two years of office/secretarial experience.
• Proficiency in filing, records management, and data entry.
• Ability to learn municipal policies and procedures and apply them accurately.

Responsibilities

• Assist the public at the counter or on the phone while providing information and services.
• Receive and process payments and reconcile daily receipts.
• Process permit applications and maintain records.
• Enter, route and update code enforcement data; assist inspectors with scheduling.
• Schedule meetings, appointments and inspections; prepare correspondence and reports.

Skills

Secretarial skills

Data entry

Customer service

Typing speed

Communication skills

Education

High school diploma

Secretarial training

Tools

Microsoft Word

Excel

Outlook

Job description

An employee in this classification will provide customer assistance at the counter and/or over the phone, and secretarial and related duties for Community Planning and Economic Development.

This is a varied secretarial, customer service, data entry and record keeping position with work including many aspects of the processes within Community Planning and Economic Development.

The employee will perform a wide variety of tasks which require the application of independent judgment, accuracy, and timeliness, including data entry; receptionist duties, processing permit payments, scheduling, assisting with incoming and outgoing mailings, inventory assistance, scheduling meetings, assisting with the Business Development Grant Fund process and assistance with filing, reporting and procedural responsibilities as requested.

• Primary responsibility to assist the public on the phone and/or at the front counter.
• Receive cash payments, check payments and credit card payments, and accounts for all payment receipts and balances accounts daily.
• Processes permit applications.
• Compiles code enforcement data as developed and submitted by inspectors and technical staff; Arranges, tabulates, and collates data for reports.
• Enters, routes and updates data for code enforcement activities including trash, curb lawn violations and weeds, including monitoring the complaint line(s).
• Assists customers with billing questions.
• Maintains detailed computerized files and records, and tracks progress through various data bases.
• Assists inspection staff with scheduling and coordination of enforcement activity.
• Schedules appointments and inspections.
• Types correspondence, miscellaneous forms, reports, and statistical data.
• Proofreads data entries and documents for accuracy.
• Copies inspection and enforcement notices, assures distribution and mailing of notices.
• Operates various offices machines, including computers; maintains the central files.
• Sorts and distributes the daily mail.
• Monitors and replenishes office supplies; and performs related work as required.

• Considerable knowledge of business English, spelling, punctuation, and arithmetic.
• Good knowledge of office practices, procedures, and computer data entry.
• Strong typing skills: ability to rapidly acquire knowledge of municipal policies and procedures, and to apply this knowledge to work situations.
• Ability to understand, initiate, and carry out complex oral and written instruction.
• Good communication and interpersonal skills with customers and staff.

• Completion of course works in secretarial science, business practices and computers, including at least two years' experience in secretarial-record-keeping or general office work.

• Skilled in typing and computer data entry, graduation from a high school; or any equivalent combination of experience and training which provides the essential knowledge, skills, and abilities.

The City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged. Studies have shown that women and people of color, are less likely to apply for jobs unless they meet all of the qualifications listed. The City of Kalamazoo is most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background. If you have transferable experience, please tell us about it. This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.