CODE/ZONING/PLANNING ADMINISTRATIVE ASSISTANT – DEPARTMENT CODE ENFORCEMENT

Steelton Zoning Maps; Steelton (Dauphin County); On-site; USD 23,000 - 39,000; Full time

Job summary

Steelton Borough is seeking a full-time Code/Zoning/Planning Administrative Assistant to support the Codes/Zoning Office. The role acts as the initial contact for residents, tenants, landlords and other constituents, handling clerical tasks, data entry and customer service.

The position requires at least two years in administration, strong Microsoft Office skills, and the ability to manage a heavy workload. Training and progression are available after probation.

Qualifications

• Must have strong interpersonal communication skills, computer skills and proficiency in Microsoft Office programs, and have excellent skills in written/oral communication, conflict resolution/de-escalation, customer service, an ability to manage a heavy caseload, and organization of high volumes of paper and electronic information.
• A minimum of two (2) years of experience in the administrative field, preferably codes, is required for this position.
• Required is demonstrated proficiency in the operation of a Microsoft Office products, electric typewriter and other office machines including a copy/scanner/fax machine, calculator, fax machine and other basic office products. A strong proficiency in Microsoft Word, Excel, Outlook and Outlook is desired.
• Desired is some experience working in an office having extensive contact with the public.
• The Borough of Steelton is an Equal Opportunity Employer

Responsibilities

• Answer and direct telephone calls that come into the Codes Office.
• Provide friendly customer service to walk-in constituents.
• Prepare, track, and process building permit applications in coordination with Codes/Zoning Officer and third party inspectors.
• Prepare, track, and process building permits in coordination with Codes/Zoning Officer and third party inspectors.
• Prepare, track, and process zoning applications and certificates of occupancy in coordination with Codes/Zoning Officer.
• Prepare, track, process, and file complaints, quick-tickets, fines, and citations for Property Maintenance Code violations.
• Prepare and type monthly Codes Department reports for Borough Council and other reports as directed in a timely manner making sure all deadlines are met.
• Prepare and type weekly Codes Zone Activity reports that are submitted to the Borough Manager by Close of Business on Mondays.
• Process, track, and file all applications to the Steelton Borough Planning Commission, Codes Appeals Board, and Zoning Hearing Board.
• Take and process payment for Codes Department services including, but not limited to: building permit application fees, zoning application fees, subdivision/land development review invoicing, and other fees charged by the Steelton Borough Codes Office.
• Submit payments to Codes Office to Steelton Borough Finance Office by Close of Business each day. Keep record of payments taken into Codes Office.
• Keep permit ledger, subdivision ledger, and record other activities.
• Perform all filing functions including maintenance of property files.
• Keep deed records updated.
• Prepare and place or send legal notices of hearings, legal code or ordinance changes, decisions, etc. as required.
• Answer phones, handle all clerical functions and typing relating to enforcement and administration.
• Prepare agendas for Steelton Borough Planning Commission, Steelton Borough Codes Appeals Board, and Steelton Borough Zoning Hearing Board.
• Attend meetings of Planning Commission, Codes Appeals Board, and Zoning Hearing Board and take/submit minutes for each meeting.
• Perform other clerical and typing functions related to the functions of the Department of Code Enforcement, Zoning and Planning as directed.
• Work with other Borough departments and other municipalities as required.
• Other related duties as assigned.
• Typing of violation letters, rental inspection letters, property maintenance violation letters, filing, typing of all necessary reports, typing of condemnation letters, and writing of citations.
• Maintain schedules and calendars for Codes Officer and Property Maintenance Officer.

Skills

Interpersonal communication

Microsoft Office proficiency

Written/oral communication

Customer service

Organization

Tools

Microsoft Word

Microsoft Excel

Outlook

Copy/Scanner/Fax machine

Job description

JOB DESCRIPTION

POSITION TITLE: CODE/ZONING/PLANNING ADMINISTRATIVE ASSISTANT – DEPARTMENT CODE ENFORCEMENT

DESCRIPTION: Full-Time

Monday through Thursday: 8:00AM – 4:30PM (Half-Hour Lunch)

Friday: 8:00AM – 4:00PM

$17.00 per hour – $28.00 per hour (depends on experience).

This position reports to the Code/Zonin g Officer. An employee in this position usually performs most clerical, typing, organizational, and administrative functions required within t he department and other duties as assigned by the Codes/Zoning Officer. This position is also many times the initial contact for walk-in and telephone communications with Borough residents, tenants, landlords, property owners, and any other type of constituent that contacts the codes office.

This position is subject to a 90 day probationary period. Upon completion of the probationary period, Steelton Borough Council will consider making the full-time position permanent subject to satisfactory review.

TASKS TYPICALLY PERFORMED:

• Answer and direct telephone calls that come into the Codes Office.
• Provide friendly customer service to walk-in constituents.
• Prepare, track, and process building permit applications in coordination with Codes/Zoning Officer and third party inspectors.
• Prepare, track, and process building permits in coordination with Codes/Zoning Officer and third party inspectors.
• Prepare, track, and process zoning applications and certificates of occupancy in coordination with Codes/Zoning Officer.
• Prepare, track, process, and file complaints, quick-tickets, fines, and citations for Property Maintenance Code violations.
• Prepare and type monthly Codes Department reports for Borough Council and other reports as directed in a timely manner making sure all deadlines are met.
• Prepare and type weekly Codes Zone Activity reports that are submitted to the Borough Manager by Close of Business on Mondays.
• Process, track, and file all applications to the Steelton Borough Planning Commission, Codes Appeals Board, and Zoning Hearing Board.
• Take and process payment for Codes Department services including, but not limited to: building permit application fees, zoning application fees, subdivision/land development review invoicing, and other fees charged by the Steelton Borough Codes Office.
• Submit payments to Codes Office to Steelton Borough Finance Office by Close of Business each day. Keep record of payments taken into Codes Office.
• Keep permit ledger, subdivision ledger, and record other activities.
• Perform all filing functions including maintenance of property files.
• Keep deed records updated.
• Prepare and place or send legal notices of hearings, legal code or ordinance changes, decisions, etc. as required.
• Answer phones, handle all clerical functions and typing relating to enforcement and administration.
• Prepare agendas for Steelton Borough Planning Commission, Steelton Borough Codes Appeals Board, and Steelton Borough Zoning Hearing Board.
• Attend meetings of Planning Commission, Codes Appeals Board, and Zoning Hearing Board and take/submit minutes for each meeting.
• Perform other clerical and typing functions related to the functions of the Department of Code Enforcement, Zoning and Planning as directed.
• Work with other Borough departments and other municipalities as required.
• Other related duties as assigned.
• Typing of violation letters, rental inspection letters, property maintenance violation letters, filing, typing of all necessary reports, typing of condemnation letters, and writing of citations.
• Maintain schedules and calendars for Codes Officer and Property Maintenance Officer.

QUALIFICATIONS, KNOWLEDGE, SKILLS REQUIRED AND DESIRED:

Must have strong interpersonal communication skills, computer skills and proficiency in Microsoft Office programs, and have excellent skills in written/oral communication, conflict resolution/de-escalation, customer service, an ability to manage a heavy caseload, and organization of high volumes of paper and electronic information.

A minimum of two (2) years of experience in the administrative field, preferably codes, is required for this position.

Required is demonstrated proficiency in the operation of a Microsoft Office products, electric typewriter and other office machines including a copy/scanner/fax machine, calculator, fax machine and other basic office products. A strong proficiency in Microsoft Word, Excel, Outlook and Outlook is desired.

Desired is some experience working in an office having extensive contact with the public.

The Borough of Steelton is an Equal Opportunity Employer