Administrative Assistant

Summary :

The Administrative Assistant is a key role responsible for assisting the Building Inspection Department with a variety of administrative tasks to meet the needs of clients, colleagues, and managers.

The ideal candidate is a reliable, trustworthy individual who thrives in a fast-paced environment where collaboration and autonomy are valued.

Qualifications :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Physical Demands & Work Environment :

• Work is normally performed in a typical interior / office work environment.
• Lifting and / or occasionally moving up to 35 pounds can be expected.
• Required to drive, stand, walk, use hands to type, handle, or feel; reach with hands and arms; climb or balance; talk and hear.

Body motions and movements include bending, twisting, reaching, stooping, pulling, kneeling, lifting, carrying, and pushing.

Essential Duties and Responsibilities :

• Correctly documents correspondence, reports, results, and invoices for the department. All work must be assembled and distributed following project deadlines.
• Organize and maintain data related to billing and invoicing
• Scheduling of building inspectors
• Assist with processing of permits
• Create correspondence, letter reports, and other documents when necessary
• Take calls from clients, municipalities, building inspectors, and other intraoffice personnel.
• Speak eloquently and politely on the phone to clients and colleagues
• Proficiently operate a personal computer, with the capability of typing at least 50 words per minute (wpm)
• Ability to function in a high-stress environment, be a strong multi-tasker, and be a team player
• Answers client questions and assists them promptly.
• At project completion, scans the complete file into the document storage system.
• Knowledge and usage of proper format, grammar, spelling, and punctuation.
• Regular attendance is required
• Understand and interpret contracts and invoices.
• Handle special client requests regarding typing and billing
• Follows safety procedures
• Other duties may be assigned

Required Qualifications :

• Valid Florida Driver's License with an acceptable driving record (in accordance with our Driver's License and Motor Vehicle Record Check Criteria)
• Ability to pass a background check screening in accordance with Florida's Jessica Lunsford Act (or equivalent state classification)
• One to three years related experience and / or training or equivalent combination of education and experience.
• Ability to read and write, including interpreting documents such as safety rules, operating and maintenance instructions, and procedure manuals, as well as writing routine reports and correspondence and speaking effectively with colleagues, supervisors, and customers / clients.
• Computer skills sufficient to operate a laptop, including sending and receiving emails, and the ability to learn Field Data Collection (FDC) / Inspector Gadget to input data and prepare reports.
• Mathematical skills sufficient to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals.
• Reasoning ability to apply common sense understanding to carry out instructions furnished in written, oral, and diagram form.

Preferred Qualifications :

• High school diploma or general education degree (GED) preferred
• Ability to type 45 wpm
12 days ago