Head Clerk

City of Boston; Boston (MA); On-site; USD 45,000 - 65,000; Full time

Job summary

The City of Boston is seeking a proactive Scheduling and Records Clerk to support the Fire Prevention Division. This provisional appointment focuses on electronically scheduling inspections, preparing certificates, and assigning tasks to inspectors using Hansen software.

Candidates should have strong Microsoft Office skills, experience with Hansen, and a proven record of accurate data entry, customer service, and teamwork in a fast-paced municipal setting.

Qualifications

• Strong customer service skills and attention to detail.
• Highly organized with the ability to multitask and meet deadlines.
• Excellent interpersonal and teamwork abilities.

Responsibilities

• Schedules inspections and related permits using Hansen software.
• Assigns inspections to the appropriate inspector and tracks completion.
• Maintains accurate data entry for certificates, licenses, and registrations.
• Generates reports and reconciles daily deposits.
• Responds to inquiries from the public and internal staff.
• Maintains files in Access, Excel, Word, PeopleSoft, and Hansen.
• Prepares and sends correspondence related to inspections and permits.
• Supports processing of other permits, licenses, and certificates as needed.
• Retrieves information from files related to permits, certificates, licenses, registrations, and inspections.
• Performs related tasks as required.

Skills

Customer service

Attention to detail

Organization

Multitasking

Interpersonal skills

Teamwork

Education

Business school coursework

Tools

Hansen

Microsoft Office

Access

Excel

Word

PeopleSoft

Job description

Overview

This is a provisional appointment. Under the supervision of an employee of a higher grade in the Fire Prevention Division, interprets policies, rules, and regulations and is responsible for the electronic scheduling and assignment of certificates, licenses, registrations, smoke and carbon monoxide detector inspections, permits (building, construction, etc.), and monitoring and tracking the completion of inspections. Receives requests for inspections and schedules inspections electronically using permitting Hansen software. Performs data entry during the scheduling process; electronically prepares the certificate to be issued to the customer and assigns the appropriate fee for the inspection. Strong customer service skills are required to increase daily inspection capacity, with technical skills and attention to detail to process transactions more efficiently and accurately.

Responsibilities

• Receives requests by phone, in person, and electronically, and schedules inspections for smoke and carbon monoxide detectors, licenses, certificates, registrations, and permits e.g., building, construction, etc., using permitting Hansen software.
• Assigns inspections to the appropriate inspector.
• Monitors and tracks the completion of inspections.
• Receives reports from inspectors and enters data to prepare certificates, licenses, permits, or registrations. Ensures accuracy and completeness of information.
• Generates reports to demonstrate proficiency in the division.
• Receives payments in cash or check for inspections. Reconciles daily deposits. Informs supervisor of daily number of inspections and cash receipts.
• Answers all inquiries for information from the public as required or refers them to the appropriate personnel or agency.
• Maintains all related files and records, whether paper or computerized, in Access, Excel, Word, PeopleSoft, and Hansen.
• Prepares and sends out required correspondence relating to inspections performed, failure to pass inspection, etc.
• Provides support by processing and issuing other permits, licenses, and certificates as needed by the division.
• Retrieves information or data from files relative to permits, certificates, licenses, registrations, and inspections.
• Performs related work as required.

Minimum Entrance Qualifications

• At least three (3) years of full-time, or equivalent part-time, office experience.
• Successfully completed education at a recognized non-degree-granting business school beyond the high school level may be substituted for a maximum of one (1) year of the required experience on the basis of one (1) year of such education for six (6) months of experience.
• Successfully completed education toward a degree from a recognized school may be substituted for a maximum of two (2) years of the required experience on the basis of one year of such education for six (6) months of experience.
• Experience with Microsoft Office and familiarity with Hansen are strongly preferred.
• Highly organized with a strong attention to detail and the ability to multitask, establish priorities, and meet deadlines.
• Strong interpersonal and customer service skills and willingness to work as part of a team.
• Ability to exercise good judgment and focus on detail as required by the job.

A Pre-employment Drug Test Is Required.

CORI & SORI CHECK REQUIRED

Boston Residency Required

Terms:

• Union/Salary Plan/Grade: AFSCME/RA-12
• Hours per week: 35

The City of Boston is proud to be an Equal Opportunity Employer. We invite applications from all qualified individuals and do not discriminate based on race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity or expression, age, disability, genetic information, marital status, military or veteran status, or any other protected category.