Administrative Assistant (WAR/Part-Time) (Planning & Development Services)

Administrative Assistant

Serves as an administrative assistant to the Department of Planning and Development Services, performing a variety of clerical and clerical-administrative duties. Compiles information and maintains files for a variety of records. Answers the telephone, and provides information, taking messages or routing calls to the appropriate personnel. Prepares and maintains organization of site plans, subdivision, property line vacation and other applications for the Department. Receive verbal, typed, and/or handwritten information to document and maintain files within a physical and digital database. Assists in customer service for walk-ins, telephone, or email communications for the Department, providing staff information and coordinating with staff to address the needs of the customer. Prepares materials from typed or handwritten documents, which requires use of a variety of complicated formats for preparing correspondence, memos, and various legal documents; assumes responsibility for correctness of spelling, punctuation, format, and grammar. Assists in answering the telephone and greeting visitors; screens calls and visitors; responds to a variety of inquiries or routes inquiries to appropriate personnel; takes and distributes messages and mail.

High school diploma or equivalent, and 2 to 3 years of administrative or clerical experience, preferably in government or planning environment; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities. This job is contingent upon successful completion of pre-employment checks to include criminal history and background checks.

Thorough knowledge of office systems, practices, and administration. General knowledge of legal and planning terminology. Excellent keyboarding skills and ability to use word processing, spreadsheet, and database software with reasonable speed and accuracy. Proficient computing skills, including the ability to use a digital scanner and related software applications. Excellent oral and written communication skills. Ability to prioritize tasks and handle multiple assignments. Ability to analyze and evaluate complex administrative situations, research information through several processes, and to exercise appropriate judgment in establishing priorities and actions to take.

Must be physically able to operate a variety of automated office machines which include computers, calculators, copiers, scanners, etc. Sedentary work involves sitting most of the time but may involve walking or standing for periods of time. There is some bending and stooping when filing or retrieving files, gripping of pens and pencils when writing, and pushing and pulling when opening and closing file drawers. For a more detailed description: View Document