Clerk 3

JOB DESCRIPTIONCity of Allentown

Position Description

Class Title: CLERK III (Permit Division)

Grade Number: 8M

Department: BUILDING STANDARDS & SAFETY

Union: SEIU

GENERAL PURPOSE

Serves as the first point of contact for visitors and clients of the Bureau, providing courteous and professional assistance with a high level of bilingual customer interaction. Answers general questions related to bureau's permitting system and application processes. Performs cashiering duties, including the collection and deposit of payments for Bureau services. Provides comprehensive administrative support to Bureau staff and management.

SUPERVISION RECEIVED

Works under the supervision of the Codes Administrator.

SUPERVISION EXERCISED

May exercise supervision over no one.

ESSENTIAL DUTIES AND RESPONSIBILITIES

A. Under general supervision, works from instructions and standard knowledge of bureau's operational policies, procedures, and routines.

B. Position involves extensive contacts with the public, external users of the unit's services, and other external authorities to provide, obtain or explain non-routine information relating to the unit's activities, procedures and policies.

C. Performs a variety of administrative functions to support Bureau operations, such as daily customer interaction, billing, preparing reports, compiling data, and assisting with other tasks as required.

D. Answers telephone, email, receives, sorts and distributes mail and other communications to the bureau and takes minutes as required for meetings.

E. Types letters, memos and composes correspondence in accordance with standard policies where format, appearance and confidentiality are critical.

F. May be required to develop and compile agenda for meetings, attends and takes minutes of meetings, records resolutions and motions, prepares, and distributes transcripts of discussion, and prepares permanent minutes.

G. Provide quality and effective customer service with courtesy and understanding to our customers, citizens and internal departments.

H. Perform other duties as may be required.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience

A. Required: High school diploma or equivalent, supplemented by coursework or experience in administrative, clerical, or office support functions.

B. Preferred: At least one year of related administrative or customer service experience.

C. Technical Skills: Proficiency in Microsoft Word, Excel, Outlook, and other standard office software and equipment.

D. Equivalency: An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES

A. Ability to work independently, interpret and apply rules, regulations, and policies, and make sound decisions within established guidelines.

B. Strong knowledge of business writing, grammar, spelling, and basic mathematics.

C. Familiarity with modern office practices, procedures, and technology (e.g., computers, copiers, scanners, and multi-line phones).

D. Skilled in organizing and maintaining accurate records and files.

E. Ability to understand and follow detailed written and verbal instructions.

F. Effective written and verbal communication skills, with the ability to prepare clear and concise reports and correspondence.

G. Proven ability to provide professional, courteous, and tactful customer service when interacting with the public and colleagues.

H. Ability to establish and maintain cooperative working relationships with supervisors, peers, and external partners.

I. Demonstrated discretion and ability to maintain confidentiality of financial, personal, and business information.

J. Bilingual proficiency (Spanish/English) preferred.

TOOLS AND EQUIPMENT USED

Daily use of computers, telephones, printers, scanners, cash registers and other standard office equipment and software applications.

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 constantly required to sit and talk or hear. The employee is required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Revised 5/12/26