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Position Summary
IMPORTANT – Applicants must thoroughly and accurately complete the application and provide all relevant information pertaining to their qualifications as indicated in the job description. Incomplete applications will result in disqualification from consideration.
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SUPERVISORY STATUS: * None
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GENERAL SUMMARY: * Under general supervision, perform complex clerical and administrative tasks; apply bookkeeping principles to the maintenance of accounting, budget, permits, rental licenses and fiscal records; and perform other duties as assigned. This position is responsible for permit and licensing preparation and management under the direction of the Housing and Community Development Director.
The ideal candidate possesses the ability to work effectively as a member of a team; and the desire to be part of an organization that values service, people, integrity, responsibility, innovation and teamwork.
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DISTINGUISHING FEATURES OF THE CLASS: * Work in this class involves performing a variety of complex clerical and administrative tasks and specialized work involving the independent application of bookkeeping principles to the maintenance of accounting, fiscal, budget and payroll records. Employees in this class work with established accounting systems and procedures. Work is reviewed by the supervisor through verification of financial records and statements and through periodic audits.
Job Duties
JOB DUTIES:
- Provide administrative support for Housing and Community Development Director and management team; and information to coworkers.
- Create letters, purchase orders, reports, forms and documents.
- Prepare documentation for contracts, transactions, or regulatory compliance; and research and technical reports.
- Make travel arrangements.
- Manage calendars; and Accounts Payable items.
- Schedule meetings.
- Notify staff of meetings.
- Collaborate with City Manager’s Office and other city departments.
- Add Housing and Community Development-related City Council agenda items.
- Accept permit applications; and process
- Accept rental license applications; and process
- Monitor inventory, expenses, revenue and available funds.
- Evaluate monthly reports.
- Respond to staff inquiries.
- Code and submit invoices/bills for payment.
- Assist with purchases, audit preparation and fixed assets.
- Review office equipment leases and negotiate renewals.
- Answer telephones; and procedural questions.
- Order office supplies,
- Offer office equipment assistance.
- Execute financial transactions.
- Enter information into databases or software programs.
- Calculate financial data.
- Compile data or documentation.
- Distribute materials to employees or customers.
- Maintain current knowledge related to work activities.
- Reconcile records and financial transactions.
- Check data for recording errors.
- Train others in operational procedures.
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KNOWLEDGE, SKILLS, AND ABILITIES: *
- Clerical – Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
- Customer Service – Knowledge of principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Active Listening – Listening to others, not interrupting, and asking good questions.
- Reading Comprehension – Reading work-related information.
- Oral and Written Comprehension – Listening or reading, and understanding what people say or write.
- Oral and Written Expression – Communicating by speaking or writing.
- Mathematical Reasoning – Choosing the right type of math to solve a problem.
Qualifications
MINIMUM QUALIFICATIONS:
- Possession of a high school diploma or its equivalent.
- General office administrative or customer service experience.
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PREFERRED QUALIFICATIONS: *
- College level course work in secretarial, accounting or business fields which includes courses in bookkeeping, accounting and/or payroll.
- Professional business communications experience.
Supplemental Information
FLSA (OVERTIME) STATUS: Non-exempt
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RESIDENCY REQUIREMENT: * Employee shall establish their principal place of residence within thirty (30) miles of their place of employment as soon as practicable after appointment, but within two years of appointment.
The City of Dubuque does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, differing ability, veteran status, marital status, or based on an individual’s status in any group or class protected by applicable federal, state or local law. The City of Dubuque encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.
Job Type: Full-time
Pay: $18.22 – $23.83 per hour
