Head Clerk

Boston; Boston (MA); Hybrid; USD 52,000 - 64,000; Full time

Job summary

City of Boston's Fire Prevention Division seeks a records and scheduling clerk to manage electronic scheduling of inspections, permits, licenses, and certificates using Hansen software, assign inspections to inspectors, and track completion.

Requires at least three years of full-time office experience; strong Microsoft Office skills; familiarity with Hansen; highly organized with attention to detail and the ability to multitask.

Qualifications

• Three years of full-time office experience or equivalent part-time work.
• Strong MS Office skills; familiarity with Hansen software preferred.
• Highly organized with attention to detail and ability to multitask.
• Strong interpersonal and customer service skills; team player.
• Good judgment and meticulous data entry abilities.

Responsibilities

• Receives requests and schedules inspections for detectors, licenses, certifications, and permits using Hansen software.
• Assigns inspections to inspectors and monitors completion.
• Enters data, prepares certificates, and assigns inspection fees.
• Generates reports and reconciles daily deposits.
• Answers inquiries and maintains files in paper and electronic formats.

Skills

Customer service

Attention to detail

Multitasking

Organizational skills

Interpersonal skills

Education

High school diploma or equivalent

Business school coursework (optional substitution)

Tools

Microsoft Office

Hansen software

Access

Excel

Word

Job description

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.

• 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.

• 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