Rental Housing Neighborhood Improvement Administrative Assistant

Under general supervision, responsible for greeting visitors to the Building Division, handling incoming calls, answering questions, collecting information and/or directing calls to appropriate departments or individuals within the City; performs administrative duties for the Neighborhood Improvement Program in the Building Division relating to the prevention, enforcement and abatement of City rental housing code violations and ordinances; enforcement of the Property Maintenance Code, responding to complaints, violation issuance, and enforcement action that is performed; maintaining necessary records; and otherwise relieving officials of administrative and business detail.

Coordinate the City's Rental Housing Inspection and Neighborhood Improvement Programs in accordance with City ordinance. Notify supervisor of situation that warrant higher-level intervention or enforcement action. Serve as code compliance division liaison to landlords, residents, the Moline Police Department, Moline Fire Department and other departments, as applicable Develop, track and maintain a system for tracking property owners and managers of all rental housing units, to include single family and multi-unit properties, within the city. Assist in updates of all applicable City and National codes, as needed. Schedule inspections on residential rental housing units in accordance with applicable City codes and ordinances. Assist with code enforcement for adopted codified ordinances and the City's Property Maintenance Codes equally and consistently. Maintain written records and reports of inspections and findings, including data entry into City databases, issues Notices of Violations, and supports Administrative Hearing actions. Assist with the filing of liens against properties as directed. Intake complaints and coordinate inspections, of properties for determination if hazardous, illegal or prohibited nuisance conditions exist. Assist and advise the general public in matters relating to property maintenance, nuisance, and code requirements. Process applications for the Rental Housing Inspection Program and any associated City programs. Provide effective and efficient customer services and promotes and maintain responsive community relations. Provide back up and support for Building Permit Technician. Support staff of Neighborhood Improvement Program. Retrieve records information and produce internal and external reports as needed. Operate general and specialized office equipment such as computers, telephones, dictation equipment, copiers, calculators and fax machine, etc. Organize and maintain files, correspondence and other records and reports. Compose, compile and type important, detailed and complex correspondence and reports. Distribute incoming mail and prepare outgoing mail. Make regular contact with the general public, persons in other departments and outside agencies and some contact with officials at higher levels of the organization and outside agencies for the purpose of explaining procedures, services and regulations of the Building Division. Other duties may be assigned.

Training and Experience Associate's degree or equivalent from a two-year college or technical school and two (2) years related experience, preferably in the code compliance, legal or public administration field; or high school diploma or GED equivalent plus four (4) years' related experience; or any equivalent combination of training and experience that provides the required knowledge, skills, and abilities. Knowledge, Skills, and Abilities Knowledge of federal, state and local code compliance regulations and processes; fiscal and administrative office practices, procedures, systems and equipment; good knowledge of business English, spelling, grammar and vocabulary. Exceptional skill in public and employee relations and in maintaining effective working relationships with other employees, officials, agencies, vendors and the public; presenting a positive image of the City as a first point of contact for the Building Division; expert skill in planning, organizing, completing and reporting on assigned projects; multitasking; composing clear, concise and informative correspondence; and proofreading; advanced skill in researching and analyzing information; using Microsoft Outlook, Word, Excel, PowerPoint, Publisher, Adobe and accounting and payroll software; Central Square Technologies preferred; performing data entry with a high degree of accuracy; skill in communicating verbally, over the phone and in person; and handling difficult situations in a tactful and firm, but respectable, manner. Ability to maintain absolute confidentiality of the materials and situations encountered on the job; define problems, collect data, establish facts and draw valid conclusions; respond effectively to inquiries and complaints; prioritize work and meet deadlines; solve complex problems involving several variables within a familiar context; read and interpret complex documents such as policies, procedures, regulations, and laws; present information to a variety of audiences ensuring comprehension; understand and carry out established policies and procedures; interpret a variety of instructions in written, oral, picture or schedule form. Ability to speak Spanish desirable. Certificates, Licenses, Registrations

• Valid Illinois driver's license or equivalent.

Non-union employees shall live within a 20-mile radius from the City's Emergency Center, located at 1630 8th Avenue in Moline, within 1 year of hire. Residency map and address checker available here.

Medical, Dental & Vision Insurance Eligibility for insurance begins the first of the month following a 30-day waiting period for new employees. The City and the Employees share in the cost of the plans. Medical, dental, and vision plans available to employees, retirees, and other eligible dependents include:

• A self-funded, comprehensive dental plan
• A self-funded vision plan
• A self-funded medical plan (including prescription drug coverage)