Office Assistant III - Neighborhood Services

City Hall, 555 Walnut Street, Abilene, Texas, United States of America Req #504
Monday, November 7, 2022

GENERAL DESCRIPTION

Under general supervision, to perform a variety of clerical and technical work in support of the City’s Housing Programs.  Work includes various field and office tasks involved in the inspection of residential sites undergoing repair or remodeling; to ensure compliance with applicable codes and regulations; and to prepare plans, specifications, and reports for rehabilitation activities in compliance with applicable codes and regulations.

SUPERVISION EXERCISED

No supervision exercised.

IMPORTANT AND ESSENTIAL DUTIES

Administratively assist Housing Programs staff to alleviate workload; screen calls, visitors, and route incoming and outgoing mail.

Interpret departmental policies, rules, and regulations in response to inquiries from others; answer letters; prepare general and specific correspondence; schedule appointments.

Conduct thorough review of applicant documents.

Maintain the Client Notification List.

Perform computer and data entry to compose letters, spreadsheets, reports, and maintains contact with the EPA, HUD, TxDOT and other community organizations.  Compile data and tabulations; prepare related statistical and special reports.

Electronically maintain accounts payable system to post payments, make account entry adjustments, process check requests, and associated reports.

Furnish the public with information concerning applications for assistance; check and verify documents, applications, and reports.

Answer requests for information, complete questionnaires, compile data from files.  Type reports, form letters, tabulations, and material from rough draft, oral, or written directions, or according to departmental procedures.

Maintain detailed and complex records of minutes of meetings.

Prepares files, spreadsheets as well as other reports, and documents.

Prepare for, attend, and participate in community meetings.

Ensure all contractors and workers have appropriate licenses and certifications.

Coordinate with City Building Inspectors and other staff.

Perform interim and final inspections of ONS housing units; assume responsibility for write-ups for necessary change orders, and quality control pertaining to contractors.

Conduct searches on FEMA and other Federal agency sites for maps, Federal Labor Standards, Environmental maps, reports, resources, including flood zones, land/tax records, and municipal, county, and state records.              

OTHER JOB RELATED DUTIES

Perform other job related duties and responsibilities as assigned.

Perform field inspections to collect information for environmental and construction standards.

Make arrangements for conferences; assist in preparing agenda; gather information; contact participants.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Business English, spelling, vocabulary, and arithmetic.

Organizational rules, regulations, procedures, and functions.

Office recordkeeping and reporting procedures.

Safe driving principles and practices.

Skill to:       

Operate office equipment and computers.

Use a variety of computer software applications, specifically MS-Office: Excel, Outlook, and Microsoft Word

Operate a motor vehicle safely.

Ability to:               

Learn to perform field inspections of property.

Understand and follow organizational policies and procedures.

Interpret organizational policies and procedures for co-workers and the public.

Explain housing program rules and regulations to applicants and property owners/agents.

Work independently on responsible and confidential assignments.

Prepare operational and statistical reports.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.

Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.

Experience and Training Guidelines:

Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying.  Knowledge, skills, and abilities may be obtained through:

Experience:

Four (4) years of clerical or administrative experience is required.

Education/Training:

A high school degree or GED is required.

An Associate’s degree is preferred.

License or Certificate:    

A valid Texas Driver’s License; the ability to obtain one within 90 days of employment, or a military waiver is required.

Special Requirements:

Essential duties require the following physical skills and work environment:

Ability to sit, stand, walk, crouch, stoop, squat, and twist

With or without accommodation, ability to lift up to 20 pounds.

Ability to travel to different sites.

Ability to travel to out of town training and obtain certifications if available.

Other details

  • Pay Type Hourly
  • Min Hiring Rate $15.72
  • Max Hiring Rate $18.92
Location on Google Maps
  • City Hall, 555 Walnut Street, Abilene, Texas, United States of America