Job Details

ADMINISTRATIVE ASSISTANT

Definition: Under general supervision of the Building and Planning Director Department Building Codes Official, Housing Codes Official, performs a variety of highly responsible, confidential, administrative duties for inspection division staff.

Essential Functions: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics.  This list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by position in this class.)

Tasks:          

Provide administrative support and services to all inspection staff in the form of general correspondence such as letters and memorandums, notices, orders and certificates. Serves as first line contact (counter or phone) for customers seeking divisional services. Responsible for scheduling, coordinating, and tracking of inspection appointments for Code Officials and Inspectors. Receives and reviews applications and proposed work documents for completeness. Monitors and provides follow up on incomplete applications according to division rules and regulations.  Assist with the responsibility of file maintenance of official records (i.e. applications received, approved plans, fees collected, issued permits, reports of inspections, certificates issued) of projects to ensure file represents construction status. Assist Code Officials with the preparation of reports.  Perform other duties as assigned.

Knowledge, Skills, and Other Characteristics:

• Knowledge of the purpose, current issues and projects, organization, policies and employee responsibilities of the department.
• Knowledge of the principles, practices, and methods of public relations.
• Knowledge of proper English usage, grammar, vocabulary, spelling, and punctuation. 
• Skill in listening well and communicating effectively with diverse members of the public having variation of education, socioeconomic status, and values.
• Skill in using initiative and independent judgement while at the same time recognizing when it is appropriate to refer matters to the supervisor’s attention.
• Skill in organizing and prioritizing workload and managing multiple projects at the same time.
• Skill in assessing and assigning priorities to problems and work assignments when confronted with several pressing demands at one time. 
• Skill in interpreting and assessing situations, issues, and concerns.
• Skill in maintaining confidentiality and using discretion in dealing with sensitive information.
• Skill in the application of communication and interpersonal skills as applied to interaction with co-workers, supervisors, and the general public, sufficient to exchange or convey information and to receive work direction.
• Skill in ensuring that information is properly identified and/or accurately reported.

Materials and Equipment               

West Virginia State Code                   Wheeling City Charter    Wheeling City Code 

 Department Manuals/Programs          Computer                       Standard Office Equipment

Department Policies/Procedures

Mental and Physical Abilities: Mental work efforts require providing office assistance involving complex, confidential and highly sensitive information while serving the supervision and staff members of the section, which may impact on the City. Serving the public and having routine decision-making responsibilities. Physical requirements include sitting for long periods of time, standing, visual acuity, eye/hand coordination and moving light (0 - 25 lbs.) of material short distances on occasion.

Working Conditions: Work involves a normal office environment.