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Administrative Officer for Community Services

2 months ago

Herriman, Utah, United States Herriman City Full time
Job Overview

This position is a civilian role focused on enhancing community services. We seek individuals who embody excellence and are committed to fostering a supportive work environment. At Herriman City, we prioritize strong leadership and a culture of collaboration. We aim for every new hire to feel welcomed and empowered to thrive within our organization.

If you are enthusiastic about contributing to a dynamic team and a positive workplace culture, we encourage you to consider this opportunity.

Job postings will remain open until the position is filled.

General Responsibilities

This role involves coordinating various administrative tasks for the Animal Services and Community Services departments while providing exceptional customer service as the initial point of contact for the public and external organizations. You will ensure adherence to city regulations, ordinances, and legal matters concerning code enforcement and animal services. Responsibilities include managing schedules, prioritizing projects, tracking assignment completion, and ensuring the accuracy of reports and information.

Supervision

Direction will be received from the Community Services Sergeant, with potential guidance from other command staff members.

Key Duties
  • Perform a range of administrative support tasks, including customer service, filing, report writing, and communication.
  • Serve as the first point of contact (via phone, website, or in-person) for public inquiries regarding code enforcement and animal-related issues.
  • Handle incoming calls and monitor complaints submitted through the City website, assessing urgency and taking appropriate actions to address caller needs while maintaining administrative schedules.
  • Review and assign cases to Community Services Officers using Versaterm and Comcate RMS systems.
  • Coordinate and maintain calendars for appointments, events, Administrative Law Judge (ALJ) hearings, and staff meetings for Community Services and Animal Services Officers, following up as necessary.
  • Track and maintain information related to case loads, animal custody, fine collections, and ALJ hearing outcomes, ensuring report accuracy and completeness.
  • Act as a liaison between the public, city officials, and external agencies.
  • Prepare correspondence, memos, and related communications as required.
  • Complete special projects, conduct routine research, and gather data for reports requested by command staff, city administration, and city council.
  • Provide short-term care for animals, ensuring their basic needs are met.
  • May receive and process mail, organizing it by priority.
  • Perform additional duties as assigned.
Minimum Qualifications

Education:

  • High School Diploma or equivalent.

Experience:

  • Two (2) years of administrative experience.
  • Intermediate proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.

OR

  • An equivalent combination of education and experience.

Additional Requirements:

  • Must be at least 21 years old.
  • Must possess a valid Utah Driver's License.
  • Must successfully pass a pre-employment drug test, background check, and driving record evaluation.
  • Availability to work weekends, nights, and holidays, including on-call duties, may be required.

Preferred Qualifications:

  • One (1) year of prior experience in code enforcement and/or law enforcement.
  • Experience in animal care, including knowledge of animal behavior, nutrition, and care practices.
  • Ability to communicate effectively in Spanish.
Knowledge, Skills, and Abilities
  • Ability to handle and care for various types of animals.
  • Capacity to learn new systems, including department-specific software.
  • Ability to create and manage animal profiles for the Animal Services website.
  • Intermediate understanding of general office practices and proficiency in operating standard office equipment.
  • Ability to compose formal documents and reports with correct grammar, spelling, and punctuation.
  • Familiarity with computer accounting applications and various financial software programs.
  • Basic mathematical skills.
  • Strong interpersonal communication skills, telephone etiquette, and public relations abilities.
  • Understanding of local government administrative procedures, including laws governing the Government Records Access and Management Act (GRAMA).
  • Ability to classify and index documents related to city ordinances, laws, and contracts.
  • Effective verbal and written communication skills in English.
  • Ability to work independently while meeting deadlines and managing work pressures.
  • Maintain confidentiality regarding sensitive administrative information.
  • Develop positive working relationships with supervisors, colleagues, and the public.
  • Ability to lift up to 50 pounds.
Work Environment
  • Tasks may involve physical activities that require strength, including walking, standing, stooping, sitting, reaching, and lifting.
  • Effective communication skills, including talking, hearing, and seeing, are essential for daily tasks.
  • Common dexterity of hands and fingers is required.
  • Exposure to various animals and environments, including chemicals and harsh conditions.
  • Mental application involves memory for details, verbal instructions, emotional stability, and problem-solving.
  • The City may provide reasonable accommodations for individuals qualifying under the Americans with Disabilities Act.
Disclosure of Information

In case of a declared emergency or natural disaster that poses a threat to public safety, employees may be assigned to assist in rescue and relief efforts, which may involve duties outside their normal responsibilities.

This position entails access to confidential and proprietary information of Herriman City, which must not be disclosed outside the scope of duties.

As part of a public safety department, all employees are subject to random drug and alcohol testing.

The above description is intended to outline the general nature of this position and is not exhaustive of all duties, responsibilities, or qualifications. Herriman City reserves the right to modify job duties as necessary and implements a twelve (12) month probationary employment period.