Administrative Assistant

General Functions/Distinguishing Characteristics

The employee occupying this position is responsible for performing a variety of clerical duties such as receptionist, cashier, maintaining files and records, and assisting customers. Employee will work with other departments within the City of Palmer. The Administrative Assistant is expected to organize, coordinate, and assist in administering the day-to-day functions of the Community Development Department. Work is performed with considerable independence within prescribed guidelines and involves the application of independent judgment and discretion.

Essential Functions & Duties

Receive calls and callers for community development. Ascertain the nature of inquiry or complaint and refer to the proper department individual and/or department. Schedule building inspections.

Maintain all records and files for building including equipment records, building permits, sign permits, fence permits, inspection reports, training records, and itinerant vendor permits. Also maintain the file archives room and digital files for the building department.

Receive Palmer Community Center (Depot) rental inquiries and handle reservations and payments. Complete data entry for online and shared calendars. Checkout and pickup keys for the facility as well as processing cancellations, rescheduling and refund requests.

Develop and maintain calendar for community parks.

Responsible for development and content of Community Development web page associated with the City of Palmer website.

Administer itinerant vendor permits, including submitting requirements verification.

Prepare invoices and take payments (cash, checks, money order and credit cards) and process.

Obtain, organize, and plan suitable presentation of content, review work for format consistency, grammatical construction, and accuracy, including mathematical accuracy and present material for review or distribution.

Support the Community Development Specialist in preparation of board and commission packets.

Support the Parks and Facility manager in Parks operations, including pay requests, ordering of supplies and equipment,

Perform typing and clerical duties as required.

Order supplies for the different facilities under community development.

Determine which community development records need to be retained or destroyed as per PMC Chapter 2.44 Records Management. Pull files and prepare forms for records management. Ensure that the requirements are met. Deliver to the City Clerk's office for disposition.

Perform other duties as directed by the Director of Community Development to support the department mission.

Knowledge, Skills, Experience and Personal Qualifications

Minimum: High school diploma or general education degree (GED)

Business courses or classes preferred.

Ability to accurately type 40 wpm or more.

Ability to read, post, and make various mathematical computations quickly and accurately.

Considerable knowledge of correct use of English grammar and of business arithmetic.

Experience in MS word processing, MS Excel, Microsoft Publisher, and Adobe. Ability to learn new software and computer support processes as needed.

Ability to obtain general knowledge of municipal code, permit requirements, submission and approval process.

Considerable knowledge of secretarial and clerical office practices, procedures, techniques, and equipment.

Ability to establish effective working relationships, expresses ideas, and convey information effectively, both orally and in writing.

Ability to meet and deal with the public and others in a pleasant and courteous manner.

Ability to work as a member of a team of staff working towards a common goal.

Ability to multi-task to perform and manage multiple projects simultaneously.

Ability to meet attendance requirements for the position.

Supplemental Information

The above statements are intended to describe the general nature and level of work being performed by the person(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel in this position. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.