Hearing Specialist Secretary

SALARY: up to $44000 - $50000 annually

POSITION SUMMARY:

The Hearing Specialist will primarily perform administrative activities for the Department of Community Investments Neighborhood Services & Enforcement (NSE) code violation hearing process and efforts to gain compliance. The individual may also provide staff support for the implementation of various processes and programs in the broader Neighborhoods Division. Strong customer service and interpersonal skills required as well as technical knowledge of computer programs such as the MS Office Suite.

As a leader and employee of the City of South Bend you are called upon to serve in a manner that supports Our Core Values: Excellence Accountability Innovation Inclusion and Empowerment as you carry out our primary employee expectations: Champion Values & Organizational Pride Champion Operational Excellence Make Sound Decisions Embrace Coaching and Accountability Communicate with Excellence Value Diverse People and Perspectives Embrace Personal Development Exhibit a Positive Attitude and Own Your Health Wellness & Safety.

SUPERVISION EXERCISED:

Not applicable.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Hearing Specialist will work to implement code violation hearings and processes associated with addressing code violations as well as departmental processes and programs. Activities will include but are not limited to communication and coordination with team members scheduling hearings preparing hearing dockets attending hearings data entry tracking properties through legal process generating legal notices mail processing creating reports document filing general in-person phone and email customer service as well as tasks specific to another departmental processes or programs. This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.

Works with interdisciplinary teams organized around specific service processes and housing programs.

Interprets and implements processes as outlined in legislation regulations policies and procedures.

Completes legally required notices including generating letters and mailing in a timely fashion.

Ensures compliance with all relevant processes.

Coordinates and schedules code violation hearings.

Prepares hearing dockets and provides proper notice.

Research and document property ownership interested parties and other relevant property information.

Attends NSE hearings records results and hearing data and updates files accordingly.

Generates various letters and documents related to code violations and the hearing process.

Processes mail including preparing and sending mailings and processing return mail.

Maintains complete and organized files in both digital and paper format and prepares accurate correspondence and reports in a timely manner.

Assists with maintaining and updating records in support of compliance and enforcement efforts.

Provides information answers questions and assists the public.

Works with various software programs to implement respective processes/programs.

May be asked to assist with other programs projects and/or resources that benefit South Bend residents and neighborhoods.

NON-ESSENTIAL/MARGINAL FUNCTIONS:

Perform other typing filing file purging and office tasks as assigned.

Performs related duties and fulfills responsibilities as required.

Assumes additional responsibilities as requested.

EDUCATION / QUALIFICATIONS:

To perform this position successfully an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High school diploma or equivalent education is required.

Bachelors degree from accredited college or university preferred.

At least two years of administrative support experience gained in a high-paced office environment.

An equivalent combination of education and experience that provides the required skills knowledge and abilities to successfully perform the essential functions of the position may be considered.

KNOWLEDGE SKILLS AND ABILITIES:

Team player with the ability to work in a fast-paced and ever-changing environment.

Demonstrated experience following processes to achieve goals.

Ability to read and write understand and interpret regulations and legislation.

Experience in managing multiple projects.

Interpersonal communication skills to effectively communicate instructions procedures and processes to the public team members and to management.

Good written and verbal communication skills required for day-to-day functions.

Experience maintaining a strong degree of confidentiality integrity and judgment.

Experience using diplomacy conflict resolution techniques and facilitation skills.

Ability to systematically collect and analyze data.

Strong problem-solving skills a high attention to detail and an enthusiasm for teamwork.

Ability to work with all levels of staff and partners.

Ability to attend evening and weekend meetings if/when necessary.

Computer skills with knowledge of MS Office Suite including proficiency with Excel and Microsoft Word. SharePoint experience preferred but not required.

Operation of personal computer and standard office equipment.

Ability to learn new software and technology.

Bilingual language skills a plus.

CERTIFICATES LICENSE REGISTRATION:

Valid Drivers license required.

EQUIPMENT:

Desktop and laptop computer copier scanner landline and cellular telephone walkie talkie and facsimile machine.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is frequently required to sit and walk and talk or hear. The employee is occasionally required to walk use hands to fingers handle or feel objects tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

WORK ENVIRONMENT:

Work is performed in an office setting sitting primarily. The temperature in the work environment is moderate. The noise level in the work environment is usually quiet to moderate. The entire office is smoke-free.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties responsibilities and skills required of personnel so classified. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at will employer.

REQUIRED:

Pre-Employment Drug Screen Employee Background Check Valid Drivers License

Equal Employment Opportunity Employer

Required Experience:

IC