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JOB TITLE: ADMINISTRATIVE CLERK DEPARTMENT: OFFICE OF THE BUILDING INSPECTOR EMPLOYMENT TYPE: FULLTIME/NON-EXEMPT UNION/NON-UNION: SUPERVISORY AND PROFESSIONAL UNION The full Administrative Clerk job description{target="_blank" rel="noopener noreferrer"} contains more information on this position. RESPONSIBILITIES - Performs various administrative duties by answering telephone calls, assisting walk-ins, and handling public and internal inquiries.Performing data entry for building, electrical, and plumbing inspectors. Assisting the Office Manager in daily functions as needed, such as preparing the Cash Balancing Report and attending to the process of Building Permits. Also functions as a back-up Office Manager when needed. - Manages the Certificate of Inspections portfolio relating to all businesses and multi-family structures operating within the City of Pittsfield. The process begins by researching the licensing information and the type of use and occupancy of each business to determine their Use Group classification based on the MA State Building Code Regulations. - Prepares an application, determines the documents required, and collects and processes the fee. Schedules and coordinates inspection appointments between the business owner, a building inspector, and the Pittsfield Fire Department utilizing calendars and e-mail. - Set-up and maintain a tickler system to follow-up on the entire process of each application from beginning to end, including violations and outstanding documentation utilizing Excel Spreadsheets and Calendars in Outlook. - Assists the building inspectors ensuring violations are addressed and outstanding documentation is obtained by contacting the business owners via telephone and/or written correspondence. Reviewing the documentation received, that it is complete and following up as necessary. - Issues the Certificates of Inspections when the process is complete by preparing the certificate to reflect updated information regarding business owners and names, capacity, expiration dates, and issuing the correct type of certificate. Obtaining signatures from proper authorities and releasing the certificates to the proper individuals. - Maintains the portfolio list and files by continuously updating the information through changes that take place and/or by verifying information on file is accurate. - Performs other duties as assigned by supervisor. Additional duties include but are not limited to learning the duties of the Office Manager position such as payroll and purchase orders and assisting the electrical and plumbing inspectors with data entry. QUALIFICATIONS - High School Diploma or Equivalent. - One - three years\' experience in a responsible capacity performing administrative work. - Thorough knowledge of rules, regulations, ordinances & laws governing the Inspections department and services rendered. - Thorough knowledge of modern office practices, procedures, bookkeeping, business English, spelling, and arithmetic. - Possesses superior communication skills, exceptional organizational abilities and ability to multi-task in a busy office setting. - Ability to carry out administrative details independently. - Ability to establish & maintain a relationship(s) with the general public and other employees. - Ability to operate standard office equipment, including a computer with various software, perform mathematical computations, maintain complex records, and compile reports from various sources. HOURS Monday - Friday, 35 hours per week 7:30AM - 3:00PM SALARY Starting rate \$18.38 - \$19.40 per hour Annual increases up to \$25.45 per hour