Office Assistant

Administrative Assistant

Provides excellent customer service through professional, effective, and efficient administrative, reception, and clerical services, recordkeeping, preparation of boards and commissions meeting agendas, meeting minutes, attendance at DCD & Recreation supported board and commission meetings and support activities. Serves the public and the Department of Community Development. This position will require attendance at city board and commission day and night meetings.

Examples of Essential Duties

• Will serve as the primary receptionist for the department, serving as the first point-of-contact, directing residents to appropriate departments and / or resources, appropriately routing calls, checking voicemail and directing the inquiry to the appropriate staff person, sorting and distributing mail, and ordering / stocking general office supplies.
• Under the direction of the Director / Deputy Director of the Department of Community Development will provide across the board office support for all DCD divisions.
• Assist with data entry, accepting permits, scanning permit applications, plans and other associated materials (including large format plans) into the City's Content Management System, Permitting Software and / or other computer programs.
• Coordinates with DCD, Recreation & the Clerk's Staff to create meeting agendas and prepares meeting minutes. This position will require attendance at city board and commission night meetings.
• In absence of Inspectors, schedules various inspections and appointments on behalf of staff.
• Maintains and files department records.
• Helps to ensure appropriate and orderly flow of department inquiries and communications between staff and the public.
• Researches and prepares reports, forms, lists, and manuals as required to satisfy department needs, as requested.
• Aids in maintenance department / divisional web page(s) and social media sites and handouts. Support City PIO team with timely social postings as needed. Ability to use Canva to create social media posts is desired.
• Types correspondences, reports, and documents prepared by the DCD.
• Prepare and distribute mailings as assigned.
• All other duties as assigned

Knowledge, Skills and Abilities

Minimum Qualifications

Preferred Qualifications

Position Specific Information

Environmental Requirements :

Sensory Requirements :