Administrative Assistant

City of Gary, Indiana

Gary, IN

DEPARTMENT: Code Enforcement

JOB TITLE: ADMINISTRATIVE ASSISTANT

REPORTS TO: Director of Code Enforcement

STATUS: Full-Time

Position Summary

The Administrative Assistant provides high-level administrative and executive support to the Director of Code Enforcement. This position serves as the primary administrative liaison for the department, ensuring efficient office operations, coordinating communications, maintaining confidential records, and supporting the daily functions of Code Enforcement while providing exceptional customer service to the public and City staff.

Essential Duties and Responsibilities

• Provide administrative support to the Director of Code Enforcement.

• Manage the Director's calendar, appointments, meetings, and correspondence.

• Prepare reports, memoranda, letters, agendas, and meeting minutes.

• Maintain confidential personnel, investigative, and departmental records.

• Coordinate departmental meetings, training sessions, and special projects.

• Serve as the primary point of contact for citizens, City departments, elected officials, and outside agencies.

• Assist with tracking and monitoring 311 service requests and departmental responses.

• Maintain electronic and paper filing systems and ensure proper records retention.

• Assist with court documentation, compliance records, and administrative case files.

• Coordinate purchasing requests, office supplies, and departmental administrative needs.

• Prepare spreadsheets, reports, and presentations using Microsoft Office applications.

• Assist with budget documentation, invoices, and other administrative financial records.

• Coordinate communication between Code Enforcement and other City departments, including Building, Legal, Police, Health, Environmental Affairs, and the Mayor's Office.

• Respond professionally to public inquiries and assist with resolving constituent concerns.

• Maintain office organization and assist in improving administrative processes.

• Perform other administrative duties and special assignments as directed by the Director.

Minimum Qualifications

• High school diploma or GED required; associate's degree in Business Administration, Public Administration, or a related field preferred.

• Three (3) years of progressively responsible administrative or executive assistant experience, preferably in municipal government or a public-sector environment.

• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and other standard office software.

• Excellent written, verbal, organizational, and interpersonal communication skills.

• Ability to maintain confidentiality, exercise sound judgment, prioritize multiple tasks, and work independently in a fast-paced environment.

Knowledge, Skills, and Abilities

Strong organizational and time-management skills.

• Professional customer service and public relations skills.

• Ability to prepare professional correspondence and reports.

• Knowledge of office management practices and records management.

• Ability to establish effective working relationships with City officials, employees, and the public.

• Ability to handle confidential and sensitive information with discretion.

Work Environment

Work is performed primarily in an office setting with occasional attendance at meetings, court proceedings, or other City functions as required.

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Vacancy posted 1 day ago

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