Administrative Assistant 1- Permit Center

About the Department

Under the direction of an assigned supervisor, perform a variety of administrative, secretarial, clerical and public relations duties related to office support activities; type and process records, reports, memos and correspondence; enter data for purchase requisitions, orders, budget documents and other financial data and activities.  This position supports the Permit Center, and reports to the Community Development Office Manager.

Distinguishing Characteristics 

Administrative Assistant I incumbents provide administrative and secretarial support to a section or office.  Incumbents perform a broad range of complex duties in support of smooth, efficient and timely office and department operations.

Position Duties

Perform a variety of administrative, secretarial, clerical and public relations duties related to the function to which assigned; provide secretarial support or coordinate office clerical activities.
 
 Track office projects and maintain related files and records; develop and maintain extensive filing systems; receive, receipt and track fees and payments.
 
 Enter data for purchase requisitions as needed; determine and order office supplies and equipment according to established guidelines; assist in the development and assembly of division or department budgets; maintain budget and other financial records and files.
 
 Receipt monies, run daily reports, balance cash and prepare daily bank deposit.
 
 Answer telephone calls; schedule appointments and meetings; explain programs, policies and procedures within the scope of authority; provide information of general or limited technical nature; take messages and refer callers to appropriate person or department as necessary.
 
 Maintain a variety of records and files according to established procedures; create and maintain project files; monitor project progress to assure required steps and documentation are completed; process a variety of forms and reports; maintain payroll records as assigned.
 
 Train and provide work direction to others as assigned; assist and back up other secretarial staff as needed.
 
 Perform a variety of research and assist supervisor with special projects as assigned; coordinate communications with other departments, agencies and cities as assigned.
 
 Transcribe, type and distribute letters, contracts, reports and memoranda including materials of a confidential nature; compose letters requesting or providing information concerning routine matters independently or from oral written instructions; take notes quickly and accurately.
 
 Prepare and distribute various committee and task force agenda packets, correspondence and related documents; attend meetings, take notes and prepare minutes.
 
 Prepare agendas and attend various boards and meetings to take minutes and distribute as designated; attend meetings and deliver documents at various City locations.
 
 Check reports, records and other data for accuracy, completeness and compliance with established standards; compile information and prepare routine reports.
 
 Operate office equipment and machines such as personal computers, typewriters, dictating machines, calculator, copy machines and adding machines.
 
 Use, demonstrate and train others in proper use of word processing; spreadsheet and other software applications; answer more advanced questions and issues related to correct secretarial and word processing requirements.
 
 Receive, sort, open and distribute mail; order and maintain office supplies.
 
 Perform related duties as assigned.

REPRESENTATIVE DUTIES:

Provide administrative assistance to the Permit Center; serve as first contact and aid the public regarding permit requirements, status, and process via email, telephone, and in-person; handle all payments for Permit Center.

Collect a variety of data; assist Permit Specialists to process permit applications; enter permit data into the tracking system; track permits; balance cash drawers; perform basic clerical work to assist permit specialists.

Answer telephone calls; explain programs, policies and procedures within the scope of authority; provide information of general or limited technical nature; take messages and refer callers to appropriate person or department as necessary.

Maintain informational handouts and supplies. Process forms, applications and other materials according to established procedures. Expire and cancel permits as necessary.

Assist the public regarding completing permit applications, provide permit review status and methods for scheduling inspections; determining appropriate staff to help customers for other inquires.

Maintain a variety of records, logs, and files as required to state retention guidelines for building division for retention and destruction.

Receipt monies, run daily reports, balance cash and prepare daily bank deposit. Process refund requests for department.

Perform a variety of research and assist supervisor with special projects as assigned; coordinate communications with other departments, agencies and cities as assigned.

Maintain regular, reliable and punctual attendance.

Minimum Qualifications

Any combination equivalent to:  graduation from high school including or supplemented by secretarial training and two years of increasingly responsible administrative assistant, secretarial or clerical experience.

Other Qualifications

Knowledge of:

• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Oral and written communications skills.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.
• Applicable laws, codes, regulations, policies and procedures.

Ability to:

• Perform administrative assistant and secretarial duties with speed and accuracy.
• Learn to interpret, apply and explain City codes, regulations, policies and procedures.
• Communicate effectively both orally and in writing, including explaining detailed information to the public.
• Add, subtract, multiply and divide quickly and accurately.
• Understand and work within scope of authority.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and time lines.
• Work independently with little direction.
• Train and provide work direction to others as assigned.
• Operate modern office equipment and software systems used by the City such as Outlook, Word, and Excel.
• Maintain records, files and filing systems.
• Physical ability to perform the essential job functions.
• Demonstrated ability to positively and effectively interact with diverse individuals to accomplish a common goal.

Environmental Conditions/Physical Effort:
Work is performed primarily in an office environment, with intermittent walking, standing, and sitting.  Employee may be exposed to noise from basic office equipment operation, and may be required to travel to a variety of locations to perform work.   May require some lifting of up to 50 lbs.
 

Provides municipal governance and public services to local residents.