Job Openings >> Administrative Assistant I
Administrative Assistant I
Summary
Title:Administrative Assistant I
ID:1106
Department:Community Development
Description

The person in this position is responsible for providing administrative support to the Community Development Department. The incumbent’s work generally involves public contact, maintaining a variety of records, receiving phone calls and coordinating and scheduling meetings. Provides administrative support and performs a variety of clerical and administrative functions for the department. Operates a computer to produce confidential reports, correspondence, and other documents from rough draft, written copy, oral instructions, and/or dictating machine. Schedules business, political, community, and interdepartmental meetings. Oversees departmental calendar and schedules appointments. Assists citizens in requests and provides general information to the public. Processes/posts and maintains logs and reports that must be signed. Prepares and posts public hearing notices as required by law. Responsible for issuance and/or tracking of all building permits through the permitting process, beginning with the application acceptance, plan review, inspections and permit closure. Establishes and maintains systems to ensure that all files, letters, reference manuals, field inspection reports, permit files, blueprints, drawings and other date or material is maintained in an organized fashion. Responsible for working with plan examiners and inspectors to develop customer handouts and checklists across all offices. Oversees departmental calendar and schedules appointments. Composes letters and memoranda for signature as needed. Responds to routine correspondence within established guidelines. Financial Responsibilities: Prepare and/or process purchase orders; accountable for inventory/property management; make recommendations that impact the budget; and manage the budget within assigned department. Performs other related duties as required.

Knowledge, Skills and Abilities:

Knowledge of modern office practices, methods, equipment, and standard clerical procedures. Knowledge of or ability to learn the department's rules, regulations, policies, and procedures. Knowledge of all municipal functions, contacts, and activities of various departments. Knowledge of use of proper grammar and spelling. Skill in operating a computer. Skill in oral and written communication. Skill in time management, organization, and people. Ability to learn, understand and apply the concepts, practices and procedures of the department. Ability to pay close attention to details. Ability to handle several projects simultaneously. Ability to understand and follow quickly and accurately oral and written instructions. Ability to prepare clear and concise reports and maintain accurate records. Ability to maintain alphabetical and chronological files. Ability to work independently without specific instructions. Ability to establish and maintain effective working relationships with City employees and the general public. Ability to provide excellent customer service to employees and vendors in person and by telephone. Ability to maintain complex records. Ability to have good judgment, tact and professionalism. Ability to multi-task with frequent interruptions.

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