Inspectional Service Clerk

City of Springfield; Springfield (MA); On-site; USD 42,000 - 56,000; Full time

Job summary

City of Springfield is seeking a skilled administrative professional to support the Code Enforcement Building and Housing divisions. The role includes front desk duties, logging activity, receiving plans and complaints, and providing technical assistance to the public.

Responsibilities include preparing letters, reports, certificates, and notices; reviewing licenses and permits; coordinating with Munis and Accela; and assisting with public records requests.

Qualifications

• High school diploma or equivalent is required.
• Three years of previous customer service and office experience.
• Several years of clerical work involving code enforcement and inspectional services procedures preferred.

Responsibilities

• Coordinate reception and workflow for the Code Enforcement Building Division and Housing Code Enforcement Division.
• Attend customer service counter, log activity, receive plans and complaints, and provide technical assistance.
• Prepare letters, reports, certificates of inspection and occupancy, zoning information, and related notices; assist with NOVs and legal documents.
• Review applications, licenses, permits, inspections, and related documentation; verify owner information via Registry of Deeds.
• Utilize Munis and Accela for processing, scheduling, and reporting; respond to public records requests.
• Support data collection and reporting as required by law; maintain accurate and timely records.

Skills

Customer service

Office experience

Interpersonal skills

Computer literacy

Education

High school diploma or equivalent

Tools

Munis

Accela

Registry of Deeds

Job description

• Coordinates work reception and business flow of the Code Enforcement Department Building Division and Housing Code Enforcement Division.
• Attends customer service counter by logging in all activity, receiving plans and complaints. Provides technical assistance, answers questions and resolves problems within the defined record areas. Helps to train and assist the public with the online permit entry.
• Prepares letters, reports, spread sheets, certificates of inspection, certificates of occupancy, appropriate zoning information, weights and measures correspondence and findings, condemnations, and ticket process.
• Provides information and customer service to plumbers, electricians, contractors, lawyers, realtors, builders, inter-departmental requests for information, municipal and state employees, and the general public.
• Reviews applications to verify historical districting and applicability.
• Reviews Insurance Certificates and Workman’s Compensations Paperwork.
• Reviews contractor licensing to make sure licenses are not expired.
• Coordinates the collection and reporting of statistics as required by law and for intra-departmental use and files.
• Monitors regularly the accuracy, completeness and timeliness of processing complaints.
• Provides clerical assistance and office support to any inspectional services position in the department.
• Assists with gathering department information and documents to respond to Public Records Requests.
• Validates and reviews filed inspections, court order, notes, pictures, and articles of violations prior to NOV release, court case filing, or request of administrative review.
• Prepares documents and notices of violations as needed for the Law Department.
• Utilizes the Registry of Deeds to verify owner information.
• Process batches in Munis for checks, fines, fees and abatements.
• Reviews uploaded documents, validates fees and payments for all permit types.
• Reviews application descriptions for possible needed administrative reviews. Checks for proper applications, workflow, and user groups.
• Utilizes Accela to dispatch, schedule, and reschedule inspections.
• Reviews online permitting platform for required documents and licensing.
• Performs related work as required or assigned.

• Thorough knowledge of modern office practices, procedures and equipment.
• Thorough knowledge of and excellent ability to use computers and various programs applicable to the needs of the department.
• Thorough knowledge of departmental procedures and practices, especially as related to Building and Housing Code Inspectional Services.
• Considerable knowledge of laws, rules and regulations governing building and housing codes, and other work performed.
• Ability to utilize interpersonal skills, including the ability to establish and maintain effective working relationships with employees and the general public.
• Ability to identify and understand problems and to determine appropriate measures.
• Ability to independently develop, layout, install and revise procedures at the direction of the Code Enforcement Commissioner and Deputy Director of Housing Code Enforcement.

• High school diploma or equivalent.
• Three years of previous customer service and office experience.
• Several years experience in complex and responsible clerical work involving code enforcement and inspectional services procedures preferred.