Administrative Assistant - Code Law Division

Position Purpose/Summary

Responsible for the independent exercise of administrative judgment and decision in carrying out complex and highly responsible administrative and clerical functions, procedures, assignments, scheduling, and updating of court files, May involve collateral responsibility for acting as a confidential secretary to the department head. Work is performed under general direction of the City Solicitor 2nd Associate with review through reports and conferences.

Essential Functions

• Supports fiscal and clerical activities of the Code/Legal Division
• Supports accounts payable activities; enters requisitions and schedules payment when converted to purchase order; sends batches to Comptroller
• Assists in the preparation and dissemination of legal documents needed to enforce State Housing Codes and City Ordinances
• Updates case files and computer files after each court date
• Updates files and schedules for upcoming tasks and court dates
• Attends to miscellaneous clerical responsibilities, i.e. answers phones, sorts, processes and distributes mail, orders and maintains accounting of office supplies, assists with special projects and departmental mailings, and files department documents
• Serves as support staff to 2nd Associate and staff attorneys; schedules meetings and fields phone calls
• Assists with general customer service concerns as needed
• Provides administrative support for legal staff involved with enforcing housing, building, electrical, and plumbing codes as well as zoning ordinances.
• Prepares, maintains, and files reports as required
• Performs related work as required

Knowledge, Skills, and Abilities

• Considerable knowledge of departmental programs, functions, operations, policies, and procedures with respect to work performed
• Thorough knowledge of rules, regulations, laws, and ordinances governing the work performed
• Thorough knowledge of modern office practices, procedures, and equipment.
• Considerable knowledge of the principles and practices of modern office management and supervision
• Considerable knowledge, as required, of municipal bookkeeping and accounting
• Considerable general knowledge of the organization, programs, functions, and interrelationship of the Division with various municipal departments
• Working knowledge of the principles and practices of the fundamentals of modern municipal administration, including budgetary and fiscal practices as required
• Working knowledge of administrative analysis and research the preparation of administrative reports
• Ability to carry out general and special studies and assignments, requiring the organization of material and development of work methods in areas where standardized procedures may not exist
• Ability to assemble, develop, evaluate, and analyze data in special administrative and clerical areas, and to make recommendations affecting policies and procedures based on this work
• Ability to develop, lay out, install, and revise departmental clerical procedures and operations upon request
• Ability to plan, assign, and review the work of subordinates
• Ability to make independent work decisions in accordance with governing policy, law, rules, and regulations
• Ability to interpret departmental policies, rules, regulations, and the laws under which it operates, to subordinates and the general public
• Ability to enforce rules and regulations firmly, tactfully, and impartially
• Ability to independently compose departmental correspondence based on precedent, brief notations, or general instructions
• Ability, as required, to type accurately and with moderate speed from copy of more than average difficulty
• Ability to maintain clerical records, and to make computations and tabulations, of considerable complexity, and to make reports based on this work
• Ability to establish and maintain effective working relationships with administrative officials, coworkers, and the general public
• Ability to express oneself clearly and concisely orally and in writing

Education and Experience

• High school diploma or equivalent, including or supplemented by courses in general office work
• Minimum of three years of experience in difficult and responsible department clerical work

NOTICE: The following benefits are contingent upon hours worked and bargaining vs. non-bargaining agreements.

Medical/Dental/ Vision
75% City Subsidized
All health insurance plans include Dental and Vision

Retirement
Available to employees working 20 hours per week

Paid Vacation
Bargaining unit positions are subject to contractual obligations.

Paid Holidays
All City employees receive 11 paid holidays per year.

Paid Sick Time
Full time employees are immediately eligible to begin accruing 1 1/4 days per month which can be taken after 6 months of service. Unused sick days can be rolled over to subsequent calendar years. Supplemental Long Term and Short disability coverage is available to employees at the employee cost.

Paid Personal Days
Use up to 3 of your accrued sick days as Personal days. Personal days cannot be rolled over into the next calendar year.

Family Medical Leave Act (FMLA)
A means for eligible employees to balance work and family responsibilities by taking unpaid leave for authorized reasons.

Training
On the job and instructor led courses available

Employee Assistance Program
Free, confidential and personal assistance to employees and their families to resolve issues that affect their personal lives as well as job performance.

Direct Deposit
Easy, convenient, and free!