Administrative Assistant - Solid Waste

To Apply:

Please complete the online application found at www.jeffcomo.org Resumes are accepted as supplemental information only and will not be used as a substitute for the application, you must complete the application in full.

JOB SUMMARY

The position involves performing professional administrative office support, applying various research techniques and methods and control procedures in the development and operation of administrative systems, programs, policies and practices for the assigned division. Work involves the performance and supervision of a full range of clerical duties, document processing and general office and division support functions, conducting and supervising customer service.

ESSENTIAL JOB FUNCTIONS

• Performs administrative and clerical functions for an individual position, managerial group or entire department.
• Performs a variety of complex, specialized administrative and clerical functions requiring the application of county and/or department policies and procedures and the exercise of standards.
• Maintains a variety of files and records, prepares and verifies all departmental invoices, processes bills for payment.
• Records personnel absence and vacation records.
• Ensures that office equipment is maintained properly.
• Answers incoming inquiries both written, and otherwise.
• Reviews pending correspondence, conducts analysis, takes appropriate action, and responds appropriately in timely manner.
• Arranges and manages all inter-office schedules and appointments.
• Prepares, maintains and files daily correspondence, reports, directives, and legal notifications.
• Assists department head in budget preparation and daily control activities.
• Records financial transactions of the department.
• Prepares and verifies all bills, processes bills for payment and submits to director for approval.
• Acquires and maintains records of purchase orders.
• Collects all fees and processes for deposit.
• Collects and summarizes data for special and periodic reports, updates master files, orders supplies and forms, prepares user policies regarding office procedures and operations for staff, writes and updates instructions, guidelines and scheduled reports.
• Exercises confidentiality in the performance of job duties, including knowledge of the content of personnel evaluations, organizational recommendations, legal documents, contracts and comparable highly sensitive information.
• Assures security of files.
• Composes correspondence involving application of established policies and procedures. Independently responds to correspondence of a routine nature.
• Performs a variety of clerical duties for a department head, including arranging meetings, booking travel and accommodations and maintaining confidential files.
• Receives, opens, logs, sorts and distributes mail.
• Screens telephone calls and answers requests for information or routes to appropriate staff.
• Collects, reviews, and submits employee time sheets to payroll department.
• Scans and maintains document files.
• Performs work at assigned location during specified business hours.
• Performs related additional duties as required and assigned.

For Solid Waste

• Primary individual responsible for coordinating the administrative aspects of code and ordinance violation cases.
• Logs complaints, property details, inspection findings, violation notices and follow-up actions into the Department database.
• Generates violation notices, citations, hearing notices, and other legal documents related to code violations.
• Professionally answers phone inquiries from residents regarding code violations, provides information on compliance procedures and directs complaints to appropriate personnel.
• Maintains accurate case files, including inspection reports, photographs, correspondence, and legal documents associated with each violation.
• Schedules inspections, coordinates with code enforcement officers, prepares reports, and assists with administrative tasks as needed.
• Monitors the status of code violation cases, ensures timely follow-up on outstanding issues, notifies property owners of deadlines.
• Prepares necessary paperwork for court hearings related to code violations and communicates with court officials.