Administrative Assistant - Community Services

Job Title

Open to current City of Midlothian employees only

Position Summary

The purpose of this position is to provide administrative, clerical, and customer service support to the Community Services Department.

Essential Job Functions

• Provides quality customer service in greeting the public, responding to inquiries, and answering the telephones.
• Composes, reviews and processes a variety of permit applications, open record requests, memorandums, correspondence, reports, data, public notices, transcripts, and documents as assigned.
• Coordinates with other city departments to ensure permit application processes are adhered to.
• Schedules and communicates with third party vendors to ensure work is being completed in a timely manner.
• Sorts and distributes mail.
• Orders and maintains general office supplies and equipment.
• Responsible for processing all accounts payable and fiscal reconciliation for the Community Services Department, including preparing and coding all bills and processing purchase orders.
• Processes various health, sign, garage sale, and food establishment applications and associated fees and deposits; provides general status and updates as assigned, including processing submittals in MyGov, filing, and sharing with DRC group as appropriate.
• Assists in the preparation of billing for overdue inspection fees, mowing, and property liens.
• Performs all other duties as assigned.

Education and Experience

High school diploma or GED equivalent is required. Two (2) years progressively responsible administrative experience is required. Experience with a municipality is preferred.

Knowledge, Skills, and Abilities

• This position normally performs the duty assignment after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation.
• Advanced knowledge of departmental practices and systems.
• Ability to regularly interact with others and exchange and receive of information, providing effective and tactful customer service, and work independently with a high level of discretion.
• A comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.
• Ability to correctly interpret, explain, and apply laws, rules, operations, practices, procedures, regulations, and policies.
• Ability to allocate and utilize limited resources in a cost-effective manner.
• Advanced ability to read local ordinances, state law, maps, papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias, to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions, and measurement and to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
• Advanced ability to interact with people in a professional and congenial manner.
• Ability to learn and perform basic operational, technical, and office processes.
• Ability to be organized and have efficient management of time and deadlines.
• Ability to maintain a confidentiality.
• Knowledge, skill, and ability to utilize telephone, fax machines, computers and applicable software daily for including, but not limited to, Microsoft Office Suite, Incode, MyGov, Laserfiche, and Adobe, and other required software/applications.
• Advanced skill level in data entry and preparing accurate reports.
• Advanced ability to communicate in a clear, effective, and concise manner, both orally and in writing.
• Ability to follow instructions, safety practices, and perform work accurately and thoroughly which requires performing multiple tasks simultaneously under time pressures and deadlines.
• Ability to establish and maintain effective working relationships.
• Ability to be punctual and attend work regularly.

Special Requirements Must be able to pass a comprehensive background check, CJIS and fingerprint check, and have the ability to comply with state and federal requirements for criminal justice information security standards

Licenses & Certifications Must possess and maintain a valid driver's license with acceptable driving record as established by the City of Midlothian driving standards. Notary Public certification is preferred.

Work Environment Works primarily in climate-controlled office environment. Mobility in an office environment is required. Position requires light lifting up to 10 pounds. Physical demands are sedentary in nature but include walking, standing, reaching, and bending. Work may cause light fatigue of eyes and fingers because of routine use of motor senses.