Overview
Brief Job Description (essential functions of the job):
Under the supervision of an employee of a higher grade in the Fire Prevention Division, interprets policies, rules, and regulations and is responsible for the electronic scheduling and assignment of certificates, licenses, registrations, smoke and carbon monoxide detector inspections, permits (building, construction, etc.), and monitoring and tracking the completion of inspections. Receives requests for inspections and schedules inspections electronically using permitting Hansen software. Assists with public records, subpoena matters, and other documents and records research, as well as collection and responses. Performs data entry during the scheduling process; electronically prepares the certificate to be issued to the customer and assigns the appropriate fee for the inspection. Strong customer service skills are required to increase daily inspection capacity with technical skills and attention to detail to process transactions more efficiently and accurately.
Responsibilities
BOSTON RESIDENCY REQUIRED
Terms
Union/Salary/Grade: AFSCME/RA-15
Hours per week: 35
Brief Job Description (essential functions of the job):
Under the supervision of an employee of a higher grade in the Fire Prevention Division, interprets policies, rules, and regulations and is responsible for the electronic scheduling and assignment of certificates, licenses, registrations, smoke and carbon monoxide detector inspections, permits (building, construction, etc.), and monitoring and tracking the completion of inspections. Receives requests for inspections and schedules inspections electronically using permitting Hansen software. Assists with public records, subpoena matters, and other documents and records research, as well as collection and responses. Performs data entry during the scheduling process; electronically prepares the certificate to be issued to the customer and assigns the appropriate fee for the inspection. Strong customer service skills are required to increase daily inspection capacity with technical skills and attention to detail to process transactions more efficiently and accurately.
Responsibilities
- Receives requests by phone and in person and electronically schedules inspections for smoke and carbon monoxide detectors, licenses, certificates, registrations, and permits, e.g., building, construction, etc., using permitting Hansen software.
- Assigns inspections to appropriate inspectors.
- Generates reports to demonstrate proficiency in the division.
- Receives payments in cash or check for inspections. Reconciles daily deposits. Informs supervisor of daily number of inspections and cash receipts.
- Answers all inquiries for information from the public as required or refers them to the appropriate personnel or agency.
- Maintains all related files and records, whether paper or computerized, in Access, Excel, Word, PeopleSoft, and Hansen.
- Prepares and sends out required correspondence relating to inspections performed, failure to pass inspection, etc.
- Provides support by processing and issuance of other permits, licenses, and certificates as needed by the division.
- Retrieves information or data from files relative to permits, certificates, licenses, registrations, and inspections.
- Assist with public records inquiries: search, collect, and redact, as necessary, documents and records responsive to public records requests.
- Draft and send correspondence for public records requests, including but not limited to correspondence through the City’s GovQA or similar platform.
- Assist with responses to subpoenas: search and collect records responsive to subpoenas, working independently or with Department and/or City attorney(s) as required.
- Research and collect NFIRS reports, permits, permit applications, licenses, violations, abatements, tickets, and other Fire Prevention Division or other Department records, including archived records, for all records and documents responsive to public records requests, document subpoenas, and other Department research, as needed.
- Assist Department attorney(s) with document and records research and collection as needed.
- Serves as backup Keeper of Records for the Department.
- Performs related work as required.
- At least four (4) years of full-time, or equivalent part-time, office experience.
- Successfully completed education at a recognized non-degree granting business school beyond the high school level may be substituted for a maximum of one (1) year of the required experience on the basis on one (1) year of such education for six (6) months of experience.
- Successfully completed education toward a degree from a recognized college or university may be substituted for a maximum of two (2) years of the required experience.
- Experience with Google Suite and Microsoft Office and familiarity with Hansen are strongly preferred.
- Highly organized with a strong attention to detail and the ability to multitask, establish priorities, and meet deadlines.
- Strong interpersonal and customer service skills and willingness to work as a part of a team.
- Ability to exercise good judgment and focus on detail as required by the job.
BOSTON RESIDENCY REQUIRED
Terms
Union/Salary/Grade: AFSCME/RA-15
Hours per week: 35