BUILDING SERVICES ASSISTANT II

Nature of Work

This is responsible complex clerical work of a specialized nature. This position requires a strong emphasis on customer service and the ability to multi-task. An employee in this classification is responsible for quality assurance and records management associated with departmental process. Work involves the review of varied departmental documents and electronic submissions for accuracy and legibility and adding / routing them in a centralized data base. An incumbent in this position will maintain electronic files, and review digitized data, including those delivered by outside contractors. Responsible for providing feedback to departmental staff when necessary, making process improvement suggestions and maintaining the Records section. May supervise a small clerical support staff. Supervision is received from a higher level administrator.

Essential Functions

Answers departmental related questions, directs customers to other divisions within the Department of Building and / or other City Departments, depending on their business necessity. Analyzes the description of the job, scope of work, selects appropriate job codes, and verifies compliance with City of Miami Standard Naming Convention. Opens and reviews pertinent documents that are submitted as part of application and drawing packages to ensure sufficiency for processing. Reviews submitted documents and modifies and / or adjust scopes of work, as appropriate. Completes workflow tasks and facilitates plan review by following up with disciplines and tracking application statuses. Notarizes all documents relating to departmental processes. Prepares receipts for payments. May handle specialized areas to include, but not limited to : purchasing, human resources, and finance. May supervise a small group of clerical subordinates. Monitors process improvement initiatives. Maintains quality reports, reviews work flow and makes suggestions to improve process. Assists in the training of departmental processes. Performs other related duties as required.

Minimum Requirements

High school diploma or its equivalent and considerable (2 years) experience in responsible clerical work involving public contact in a customer service environment, preferably with a governmental agency. OR Equivalent combination of education and experience beyond a high school diploma or its equivalent and some (1 years) of the required experience. SPECIAL REQUIREMENTS : Must possess certification as a Permit Technician from the International Code Council (ICC) within six months of employment. Notary Public certification must be obtained within six (6) months from date of appointment depending on the needs of the department.

Documentation Requirements

Applicants, including City of Miami employees, must upload and submit attached copies of the following documents with the employment application. Please be sure to attach all required documents to your employment application each time you apply. Uploaded documents remain in your online profile but they will not attach automatically and you will be deemed ineligible without the proper documentation. ALL DOCUMENTS SUBMITTED MUST BE CLEAR, LEGIBLE, AND IN PROPER FORMAT. THE FOLLOWING DOCUMENTS ARE REQUIRED AT TIME OF APPLICATION AND ARE ACCEPTABLE FORMS OF PROOF :

• Proof of education in the form of a high school diploma or its equivalent. Foreign diplomas / degrees must be submitted with a credential evaluation report from an approved credential evaluation agency
• . Translations of diploma / degrees are not accepted. If degree / diploma does not reflect the academic major on its face, transcripts indicating degree completion must be submitted. Audit / Academic reports are not accepted as substitutions for college transcripts.
• To qualify under the equivalency clause, applicant must provide proof of education in one or more of the following applicable forms : transcript showing at least 60 college credits, Associate's degree or Bachelor's degree or higher in an unrelated field.
• Approved Credential Evaluation Agencies : Credential evaluation reports showing the United States equivalency for academic credentials earned in other countries may be provided by : An accredited four-year college or university in the United States, OR A current member of the National Association of Credential Evaluation Services (NACES), OR A current member of the Association of International Credential Evaluators (AICE), OR A recognized Professional Organization. For additional list of approved credential evaluation agencies visit the Florida Department of Education.