Administrative Assistant - Building & Health -Part-Time

Job Summary Performs highly responsible secretarial work involving administrative support duties for the Building and Health Division. Examples of Duties (Any one position may not include all of the duties listed, nor do the listed examples include all duties which may be found in positions of this class.) Receives visitors at counter and answers incoming telephone calls, providing information based on some knowledge of State statutes, ordinances, and Department rules and regulations, or refers caller to appropriate respondent. Receives complaints and requests for service with regard to building, health, sanitation, and historical issues. Accepts applications for Building and Health Permits in person and online; reviews Permit applications for completeness and correct documentation; submits completed applications to Building and/or Health official for approval; distributes issued Permit to applicant. Schedules appointments for inspections; enters appointment information in computer database. Prepares Certificates of Occupancy; submits Certificates to Building Official for approval; enters information in computer database; distributes issued Certificates of Occupancy to applicants. Types a variety of correspondence, memoranda, forms, and reports; takes and transcribes dictation. Types material in final form assuring spelling, grammar, and punctuation are correct. Sorts and files all documentation for the Building and Health Division; maintains filing system, including tax map and lot files; maintains reference file of correspondence, memoranda, and a variety of other materials. Calculates and compiles statistics for departmental reports; prepares and maintains information. Performs all clerical activities of the Division, including daily information management, process incoming and outgoing Division mail. Collects all fees and transacts all monetary exchanges. Audits, reconciles, and balances cash receipts; completes and prepares/submits finance report and forwards to Finance Department Performs other related duties as required. Knowledge, Skills, and Abilities Good knowledge of modern office practices and procedures. Good knowledge of operations particular to department assigned with knowledge of the building trades preferred. Good knowledge of personal computers and standard software; good knowledge of business English, spelling, vocabulary and arithmetic; ability to type accurately and rapidly; ability to transcribe letters and reports; ability to communicate in oral and written form; ability to maintain accurate records and files; ability to operate standard office equipment (telephone, facsimile machine, copy machine, etc.); and the ability to establish and maintain effective working relationships with other departments, employees and the general public. Minimum Qualifications High school diploma or equivalent supplemented by specialized training in similar responsible secretarial skills, familiarity with using computers for a variety of general office tasks, and two years experience in secretarial work, including customer service work; or any equivalent combination of education and experience which demonstrates possession of the required knowledge, skills, and abilities.