Administrative Assistant (Full-time)

JOB SUMMARY : To provide prompt, courteous, complete and accurate information and service to the public and to efficiently provide accurate, professional clerical support services for the City. Must be able to work effectively with limited supervision for periods of long duration in a smoke free environment.

ESSENTIAL JOB FUNCTIONS : Works under general instructions and guidance as needed; carries out recurring work of the office independently; performs a full range of procedural office duties that involve various related steps, processes or methods. Performs varied secretarial and clerical duties including or comparable to most of the following :

• Answering the telephone in an appropriate and timely manner by routing the calls to the proper individuals or providing the requested information if available.
• This includes providing requested information, announcing visitors or directing them to appropriate departments and / or staff, distributing applications and permits, collecting money and other related activities.
• Coordinate and cooperate with co-workers and fellow employees to assure communications and the efficient and professional provision of information and service to the public.
• Operating all standard office equipment
• Performing all but not limited to the following specific duties :
• Permits, Fees and Escrows.
• Process all permit applications.
• Maintain permit database.
• Notify applicants that permit is ready.
• Maintain all permit files.
• Compile computer data for internal reports.
• Complaint handling
• Receive complaints over telephone or at walk up counter
• Forward all complaints to the supervisor for assignment
• Schedule follow-up dates on inspectors' schedules
• Assist with miscellaneous correspondence.
• Prepare permit expiration report and sends out notices.
• Monitor permit file for old escrows and send reinspection notices.
• Coordinate with inspectors on the release of escrow for public works permits.
• Work with director and supervisors maintaining and updating the permit information booklet, construction brochures, and forms. Work with the supervisor to create the annual departmental report.

MARGINAL JOB FUNCTIONS :

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED :

EQUIPMENT / SYSTEMS USED TO PERFORM THE JOB :

EDUCATION, QUALIFICATION AND EXPERIENCE REQUIRED :

Requires : High school graduate and at least five years of general office experience preferred or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

APPLICATION CERTIFICATION :

I have read and understand the essential functions of the job for which I am applying. I can meet these requirements with or without reasonable accommodations.

Signature : _____________________________

Job Posted by ApplicantPro