Administrative Assistant III

Administrative Assistant III

The City of Independence is seeking a highly qualified and motivated individual to join our Community Development Department as an Administrative Assistant III. This position provides administrative support to the Neighborhood Services Division and plays a vital role in ensuring the efficient operation of the division through a variety of administrative, customer service, and organizational responsibilities.

Key Responsibilities Include:

• Receives, enters, updates, and closes service requests, work orders, inspections, assessments, and code enforcement cases in CityWorks.
• Serves as the primary point of contact for citizens reporting code violations by telephone, email, and in person.
• Prepares, processes, and mails property maintenance violation notices and other correspondence.
• Coordinates contractor abatement invoices and maintains associated records.
• Enters requisitions and change orders into Munis and completes purchasing card (P-Card) reconciliation.
• Assists with the preparation and maintenance of Municipal Court dockets and records.
• Processes and posts payments associated with assessments and may occasionally assist with other cashiering duties.
• Maintains exceptional attention to detail to ensure the accuracy of case records, notices, financial transactions, reports, court documents, and other departmental records.
• Assists other divisions within the Community Development Department as needed.
• Formats and types letters, reports, court documents, and other correspondence requiring special formatting.
• Composes correspondence under general direction or on own initiative to expedite the processing and completion of work.
• Interacts with staff from other departments, contractors, and the general public in person, by email, and by telephone.

This position offers a unique opportunity to contribute to a dynamic team while supporting important community initiatives. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple priorities efficiently in a fast-paced environment.

Minimum Qualifications

Education and Experience

High school diploma or GED; AND Three to four years of progressively responsible administrative experience which includes some experience interacting with high level officials and managers; OR Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Special Requirements and/or Qualifications:

Must have a valid driver's license. Must be able to complete NIMS training within six months of hire.

Knowledge Skills and Abilities Required:

• Knowledge of office administrative practices and procedures such as business letter writing and operation of standard office equipment.
• Knowledge of computer usage and applications related to the work (including Microsoft office suite).
• Knowledge of record keeping, report preparation, filing methods, and records management techniques.
• Knowledge of basic principles of accounting, budget, and finance.
• Skilled in communicating clearly and effectively with others, both orally and in writing.
• Skilled in using tact, discretion, initiative, and independent judgment within established guidelines.
• Skilled in organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.
• Skilled in maintaining records of financial transactions and activities.
• Ability to learn, adapt to, and document changing conditions in a concise and effective manner in a team environment.

Work Environment

While performing the essential functions of this job, the employee is frequently required to walk, sit, use repetition of hands and fingers, ability to reach with hands and arms, climb, balance, talk, hear, and lift and/or move up to 10 pounds. Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt or dust. The incumbent's working conditions are typically moderately quiet. Mental application utilizes memory for details, verbal instructions, complex thinking and creative problem solving.

In addition to the application, testing and/or examinations may be required for further consideration on this position.

Equal Employment Opportunity Statement

The City of Independence is an Equal Opportunity Employer, and it is our policy to provide equal opportunity to all people without regard to race, color, religion, national origin, ancestry, marital status, veteran status, age, disability, pregnancy, genetic information, citizenship status, sex, sexual orientation, gender identity or any other legally protected category. The City of Independence is a background screening, drug-free workplace.

The City of Independence provides reasonable accommodations to qualified individuals with disabilities. If you would like to request a reasonable accommodation in order to apply for a job, please submit your request to View email address on click.appcast.io.

Disclaimer : The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.