Administrative Assistant I

Scope of Work

The Code Enforcement Admin supports the Code Enforcement team by managing administrative tasks, processing necessary paperwork for Code Enforcement cases, and providing exceptional customer service. Responsibilities include processing and mailing notices, handling liens, managing payments, overseeing mowing contracts, and generating reports. The position ensures the efficient and accurate management of records, communication, and documentation to facilitate smooth Code Enforcement operations.

Essential Job Duties

• Process and mail notices related to Code Enforcement cases.
• Manage the processing of liens, including lien payoffs and lien releases once payments are received.
• Process payments for Code Enforcement fees and balance funds collected.
• Manage and process mowing contracts associated with Code Enforcement activities.
• Generate regular reports on Code Enforcement case activities and financial summaries.
• Assist with the entry and maintenance of case data in the Energov system.
• Answer phone calls, respond to emails, and assist the public with inquiries related to Code Enforcement.
• Coordinate with field inspectors and dispatch Code Enforcement Officers to address complaints.
• Perform general office duties such as filing, typing, copying, and managing records.
• Compile and submit check requests for invoices and reimbursements related to Code Enforcement activities.
• Provide budget assistance by monitoring and tracking expenses, as directed by the Code Enforcement Manager.
• Assist with the preparation and organization of documentation for Junk Vehicle hearings and other enforcement-related activities.
• Perform additional duties as assigned by the Code Enforcement Manager or other supervisors.
  
  

Physical and Environmental Conditions

Physical And Environmental Conditions

• Ability to sit, stand, and move about a building.
• Ability to operate office equipment such as computers, scanners, printers, and telephones.
• Ability to work at a desk for extended periods and lift moderate office supplies.
• May require occasional travel to obtain office supplies or attend training.
  
  

Required Qualifications

• High school diploma or equivalent.
• Clerical or general office experience required; experience in an administrative or permitting role preferred.
• Strong organizational skills with the ability to multitask and manage priorities effectively.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with database management, including data entry and retrieval.
• Ability to communicate effectively, both verbally and in writing, with contractors, citizens, and fellow employees.
• Skilled in providing excellent customer service and managing difficult interactions professionally.
• Familiarity with Energov or similar software systems is preferred.
• Bilingual (Spanish) preferred but not required.
  
  

Preferred Qualifications

• Previous experience in Code Enforcement or related fields.
• Notary certification or willingness to obtain certification.