Administrative Assistant

Job Summary: The Administrative Assistant independently performs a variety of responsible clerical duties typically required by Permitting, Plan Review, Code Enforcement, Building Inspection, and Public Works.

Essential Job Functions

An employee in this position may be called upon to do any or all of the following essential duties:

1. Answer phones, redirect incoming calls, and distribute mail.
2. Type, proofread, and edit content of documents.
3. Prepare, update, and maintain applications forms and other departmental forms.
4. Organize and maintain department’s filing system including applications, plans, plats, and reports.
5. Assist in performing administrative duties that support building department.
6. Perform technical and administrative duties that support the Community Development and Planning Department functions.
7. Accept permit applications, review them for completeness and errors, enter data into computerized tracking system, and route them for review.
8. Accept, review, and issue permits for simple and over-the-counter permit applications.
9. Answer questions about building codes and provides copies of plans, maps, and other documents to customers.
10. Track progress of permit applications.
11. May perform simple plan review.
12. Assist with the mailing of informational notices and packets to agencies and residents.
13. Assist in the preparation of the informational packets for the Planning Commission meetings.
14. Provide general administrative assistance to the Director, Building Inspector, Building Official, and Code Enforcement Officer.
15. Perform related tasks as required.

Essential Functions, Qualifications, Knowledge, Skills, and Abilities (KSA’s) for Employment

An employee in this class must have the following knowledge, skills, and abilities upon application:

Knowledge

• Principles and practices of effective customer service and customer-oriented telephone etiquette.
• Office administrative practices and procedures, including file and document management procedures and practices.
• Correct English usage, including spelling, grammar, and punctuation.
• City organization and basic information regarding ordinances, rules, policies, procedures, and operating practices applicable to providing telephone reception.
• Advanced uses of word processing, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data.
• City administrative policies and procedures applicable to areas of assigned responsibility, including the requisitioning and purchasing of equipment and supplies and maintenance of public records.

Skills

• Handle stress effectively without it interfering with performance.
• Organize, set priorities, and exercise sound independent judgment within areas of responsibility.
• Operate a computer, using word processing, spreadsheet, database software, and other standard office equipment.
• Communicate clearly and effectively, both orally and in writing.

Abilities

• Interpret, apply, explain and reach sound decisions in accordance with regulations, policies and procedures.
• Type accurately at a speed necessary to meet the requirements of the position.
• Maintain strict confidentiality of privileged information.
• Use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations and concerned internal and external parties.
• Establish and maintain highly effective working relationships with the Mayor, City Council members, other elected and appointed officials, committee members, department directors and managers, staff, residents, representatives of civic and community groups, the media, the public, and others encountered in the course of work.