Administrative Assistant (Code Enforcement/ Building Department)

Overview
This position requires the performance of a variety of clerical and administrative duties for various municipal departments. Does related work as required. Work is performed under the supervision of the Building Official/City Manager, in the absence of the Building Official/City Manager perform work under the supervision of the City Clerk.

Duties

• Provides general office, administrative, and/or clerical support to the assigned department and/or department head.
• Performs a variety of critical record management duties and manages department record retention and filing systems of relevant materials.
• Plans, initiates, and completes complex administrative duties and may oversee office administration as needed.
• Coordinates and assists in the departmental preparation of operation budget, requests document reviews, and verifies budget documentation to ensure compliance with pre-established guidelines and requests.
• Types correspondence, articles, reports, statements, tabulations, purchase orders, and other materials from copies, rough drafts, or voice recordings.
• Prepares various routine documents, faxes, photocopies, and collates materials.
• Serves as a receptionist by answering routine inquiries, providing non-technical information relevant to the department, explaining well-defined departmental rules and policies, and screens and refers various office callers through the proper channels.
• Operates standard office equipment, copy machines, typewriting equipment, personal computer and/or related data processing equipment.
• Sorts and files correspondence, reports and other materials alphabetically, numerically or by other established classifications.
• Files images, forms and documents using the office filing system, and sorts and distributes incoming and outgoing mail and materials.
• Coordinates logistics and travel arrangements for conferences, meetings and seminars for the assigned executive level supervisor, e.g. coordinating attendance of others at meetings, location reservations, time, directions, and assembly of subject maters and travel reservations.
• Performs duties as Permit Technician during Permit Technicians absences.
• Performs authorized notary services for the public.
• Performs all other duties as assigned.

Skills

• Strong clerical skills with attention to detail for accurate record-keeping.
• Proficiency in computer literacy, including familiarity with office management software.
• Excellent organizational skills to manage multiple cases simultaneously.
• Experience in customer support or personal assistant roles is beneficial for effective communication with the public.
• Knowledge of QuickBooks is a plus for managing documentation related to fees or fines.
• Knowledge of departmental budget coordination and preparation.
• Skilled in customer service.
• Skills in basic to intermediate mathematical functions.
• Ability to effectively handle stressful situations.
• Prior Permitting Experience preferred, but not required.

Candidates should be prepared to demonstrate their ability to work independently while also being an effective team player committed to upholding community standards.

Job Type: Full-time

Pay: $15.00 - $17.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $15 - $17