Administrative Assistant - CE

About the Department

We’re excited to announce an Administrative Assistant - Code Enforcement position within the Neighborhood Services Department! If you enjoy staying organized, supporting others, and helping keep day-to-day operations running smoothly, this could be a great fit.

Position Duties

Under the general direction of a supervisor, this position will perform a variety of organizational, administrative, and/or legal support activities for an assigned department or division. Performs skilled tasks in general office administration, including department budget management, records, and communications; may supervise other departmental administrative staff. 

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Provides administrative support to the assigned department or management team members.
• Maintains calendars, schedules meetings and appointments; prioritizes and resolves complex meeting schedules; coordinates meeting resources, travel, and special events.
• Maintains records of rental inspection activity and responds to public information requests related to Code Enforcement and rental inspection records.
• Prepares meeting agendas and presentation materials; takes and transcribes meeting minutes and prepares summaries for distribution.
• Performs rental inspection program functions, including review of applications, fee assessment and collection, and permit issuance.
• Communicates official programs, policies, and procedures to the public. 
• Conducts and coordinates assigned projects and research studies; organizes and tracks documents for important cases, projects, and assignments.
• Identifies and resolves problems, including deadlines and time constraints related to areas of assignment; monitors due dates and progress for critical documents, projects, and files.
• Composes correspondence and other communication on a wide variety of subjects requiring knowledge of the procedures and policies of the City; creates, edits, and processes memoranda, and legal and technical documents.
• Evaluates, updates, and maintains department files and databases; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; updates manual and computer records and tracking systems; creates management reports.
• Research files and computer databases; ensures all administrative actions are following City policy, procedures, and guidelines; utilizes the City computer systems to input, access, retrieve, and review confidential data.
• Resolves problems and customer service inquiries within the scope of authority; screens and routes calls to appropriate individuals, takes and delivers messages.
• Provides assistance to staff and customers on compliance with laws, rules, and regulations.  Responds to sensitive requests for information that may involve confidential matters.
• Performs other duties as assigned. 

SUPERVISION EXERCISED: No direct supervision exercised; may exercise occasional administrative and functional supervision for specified activities.

Minimum Qualifications

• Valid driver’s license
• High School Diploma 
• One (1) year of experience in administration, business, code enforcement, or equivalent.

Special Requirements: None

Physical Demands/Work Environment: 

• Standard office environment.
• Ability to sit or stand for long periods.
• Ability to lift 15 pounds.

Other Qualifications

None

Municipal government providing public services for Forney, Texas.