Administrative Assistant

The primary function of an employee in this class is to perform routine administrative functions, provide support for the Planning and Building divisions, and provide customer service and frontline support to the public, visitors, and other interested parties. This position also provides back-up and fill-in coverage for the Utilities Administrative Assistant and works closely with this team.

This list is ILLUSTRATIVE only and is not a comprehensive listing of all functions and duties performed by the incumbent of this class. Duties may include, but are not limited to the following:

• Receive and answer daily incoming calls from residential and business customers requesting information and service orders for planning, building, and other city services.
• Generate and distribute work orders requested by customers and for a variety of public services functions.
• Interpret, explain, and apply City rules, regulations, ordinances, practices, and fees.
• Provide internal and external customer service and support; respond to inquiries, complaints, and requests for information; perform basic research and gather required information and/or refer customers to appropriate staff for more complex requests.
• Short term rentals Work with the Assistant Planner to process Short Term Rental (STR) permits and renewals, including inspection scheduling, database and compliance software management, enforcement follow up, and periodic reporting.
• Process transactions, which may include purchase order/invoice processing; resource requests; fees/payment processing; account reconciliations; and applications processing.
• Coordinate and process travel and training arrangements.
• Prepare, issue and/or distribute correspondence, notices, permits, licenses, forms, documents, inventories, reports and/or other records.
• Receive and process permit applications and license renewals; verify accuracy of information on applications, collect fees, and post payments; route applications to appropriate departments for review and action.
• Receive and respond to requests for City records and documents; convert hardcopy records into digital formats; index digital records into an electronic records system; maintain electronic and hardcopy files; file and retrieve record copies as necessary.
• Perform a variety of general office support functions, including typing, record keeping, and proofreading.
• Clerks meetings for the Planning and Zoning Commission, including operating audio/video and electronic meeting platforms, and drafting meeting minutes.
• Monitors, coordinates and provides responses to citizen requests in the City’s citizen engagement software.
• Perform other related duties as required.

Other Duties and Responsibilities

• Attends training classes and workshops.
• May clerk other department public meetings.
• Performs other related duties as assigned.

Knowledge of: 

• Citywide and Department organization and government workings, duties, and responsibilities.
• Current office practices.
• Public and community relations methods, procedures, and objectives.
• Customer service policies and techniques.
• Planning and organizational skills.
• Record keeping, documentation, and reporting methods.

• Computer and software applications for spreadsheets, word processing and web-based programs.
• Understanding and supportive position of other area recreation and facility providers, both public and private.

Skills:

• Active Listening – Giving full attention to what other people are saying, understanding verbal and non-verbal messages, taking time to understand the points being made and asking questions as appropriate.
• Speaking – Talking to others to convey information effectively. 
• Reading Comprehension – Understanding written sentences and paragraphs in work related documents. 
• Writing – Communicating effectively in writing as appropriate for the needs of the audience. 
• Service Orientation – Actively looking for ways to help people.
• Time Management – Managing one's own time and the time of others. 
• Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. 
• Judgment and Decision Making – Considering the relative costs and benefits of potential actions to choose the most appropriate one. 

Abilities: 

• Be a team player, with the overall goal of best serving the Citizens of Sandpoint and maximizing taxpayer resources.
  • Organize, schedule, administer, and coordinate a variety needs and tasks. 
  • Prepare and deliver oral and written reports.

• Demonstrate effective customer service and interpersonal skills.
• Read, write, speak and comprehend the English language.
• Follow written and oral instruction.
• Evaluate and analyze customer needs to provide exceptional customer service.
• Learn department functions thoroughly to provide general information and explain detailed department processes and procedures.
• Prepare and maintain records, documents, financial accounts, and related reports.  
• Operate standard office equipment and a personal computer including program applications appropriate to assigned duties.
• Establish and maintain effective working relationships with co-workers, other City employees, supervisors and managers, other city divisions, the City Council, vendors, the general public, and other interested and affected parties.
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.

• Perform time management, organizational, and scheduling functions, meet deadlines, and set task priorities.
• Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner.
• Use logical and creative thought processes to develop reasonable solutions according to written specifications and/or oral instructions.
• Work independently, with minimal supervision, and make appropriate decisions in the absence of a supervisor.

• Work well under pressure and maintain a calm and professional demeanor, under stressful or adversarial conditions.
• Demonstrate patience, integrity, ingenuity, and inventiveness in the performance of assigned tasks.

Education and Experience:

• Associate Degree (preferred)
• High school diploma or equivalent (required); and
• Two years’ administrative support or related experience, preferably in a municipal government agency; or 
• An equivalent combination of education, training and experience which provides the knowledge and abilities necessary to perform the work of an Administrative Assistant may also be qualifying.
• Proficient with Microsoft Office applications including Word, Excel, Outlook, and PowerPoint

Licenses and Certifications:

Salary : $21 - $28