Internal Posting: Secretary II

Job Title                      Secretary II

Reports To                  Code Enforcement Supervisor

Positions Supervised  

SECRETARY II’s role within the big picture of the City’s overall success.

The Secretary II provides administrative and clerical support to the Department of Building & Zoning. This position is responsible for issuing permits, managing department records, typing and filing documents, answering public inquiries, and supporting department staff with administrative functions. The role includes tasks such as preparing reports and citations, notarizing documents, and responding to phone and in-person inquiries.

Education and Experience – An equivalent combination of education, training and experience will be considered.

Education                 HS_GED

Experience               Two years of previous relevant work experience is required.

Certifications           None.

Licensing                     None.

Residency                    Employees may establish & maintain their principal residence in Illinois: Madison County, Jersey County, St. Clair County, Macoupin County, Missouri: St. Louis County, St. Charles County

SECRETARY II functions
include but are not limited to the following.

Issue Permits:

• Processes and issues permits related to Building, Electrical, Mechanical, and Plumbing work according to department procedures.

Prepare Citations and Reports:

• Drafts and types citations for inspectors and prepares routine reports and meeting minutes as required.

Perform Filing and Recordkeeping:

• Maintains accurate and organized filing systems for permits, applications, correspondence, and inspection documents.

Provide Public Assistance:

• Receives and responds to questions from the public, contractors, and property owners in person, by phone, and via email.

Support Department Staff:

• Provides general administrative support to inspectors and supervisors including scheduling, communication, and clerical work.

Answer Incoming Calls:

• Manages departmental phone lines by directing calls, taking messages, and providing basic information.

Process Notary Services:

• Performs duties as a notary clerk for documents requiring official witnessing and authentication.

Maintain Permit Logs and Systems:

• Enters and updates information into permit tracking systems to maintain complete and accurate records.

The individual in this role is expected to contribute to the team's efforts by completing other related tasks as needed.

Success Framework. The following list of knowledge, skills, and abilities have been identified by our team as building blocks towards efficiency and effectiveness in this role.

• Knowledge of standard office practices and clerical procedures.


• Knowledge of basic filing and recordkeeping systems.


• Skill in typing, data entry, and document preparation.


• Skill in Microsoft Office software and permit tracking systems.


• Skill in professional phone and in-person communication.


• Skill in time management and task prioritization.


• Ability to learn and apply City procedures for permit issuance.


• Ability to work effectively with the public, contractors, and department staff.


• Ability to handle multiple tasks and maintain organized records.


• Ability to maintain confidentiality and professionalism in all communications.


• Ability to learn building permit types and department workflows.
  

Equipment and Tools commonly associated with the performance of the functions of this job.

Microsoft Office, BS&A Software, Multi-line Telephone, Photo Copy Machine, Fax Machine.

Work Environment or atmospheric conditions commonly associated with the performance of the functions of this job.

• The work is primarily sedentary, performed while sitting at a desk. The position requires repetitive motions such as typing and the ability to communicate effectively in person and via electronic means.
  


• May frequently be exposed to uncomfortable temperatures, humidity, noise, chemicals/gases, contagious diseases, airborne particles/pathogens, and/or physical trauma.


• May be required to work in confined spaces.
  

* Physical Abilities. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Work requires the ability to sit, stand, walk for extended periods of time.


• Work requires the ability to complete repetitive wrist, hand, and/or fine motor movement.


• Work requires the ability to climb and balance.


• Work requires the ability to talk, hear, listen, and comprehend.
  


• Work requires the ability to identify and distinguish colors.


• Must be able to lift up to 5


• Work requires the ability to stoop, kneel, crouch, and/or crawl.

*The City of Alton offers reasonable accommodation in the hiring and employment process for individuals with disabilities. If you need assistance to accommodate a disability, you may request an accommodation at any time.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws, and employees may be required to comply with the changes.