Administrative Assistant I

Job Description

Job Description

Title: Administrative Assistant I

FLSA Status: Non-Exempt

Onsite, Full time

Department: Planning and Zoning

JOB PURPOSE

This position is responsible for performing routine administrative and clerical support duties, including data entry, records processing, and customer service, to assist staff and ensure efficient office operations under direct supervision.

ENJOY THE BENEFITS

• Start your career with immediate access to comprehensive health coverage and one of the lowest annual deductibles in the region.
• Begin building valuable paid leave benefits from day one including: 15 paid vacation days, 12 paid sick days, and 10 paid holidays per year
• Employer paid life and long-term disability insurance
• Pension and retirement options after just five years of employment
• Tuition reimbursement to support employee growth and development
• Employee Assistance Program (EAP) free to employees for confidential counseling

ESSENTIAL FUNCTIONS

• Performs routine office and clerical duties, including filing, data entry, and document preparation
• Process, maintain, and organize records, files, and documentation (paper and electronic)
• Provides administrative support to staff and management as needed
• Assists with customer service and correspondence to include: responding to inquiries, answering phones, directing calls, and greeting visitors, mail, and email
• Coordinates the review & processing of permits from start to finish
• Prepares forms, reports, and other documents to support office operations
• Prepares department's payroll and requisitions, tracks department's expenditures
• Prepares packets, posts agendas and minutes for Boards and Commission meetings
• Operate standard office equipment such as computers, printers, telephones, and copiers
• Assist with scheduling and coordination of office activities
• Trains others on organizational processes and portals as needed
• Maintains knowledge of the budget in completing any administrative financial tasks
• Responds to routine inquiries regarding departmental procedures and policies
• Prepares department's payroll and requisitions, tracks department's expenditures
• Prepares Commission Packets, Posts Agenda's and Minutes
• Performs other duties as required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge and skill in computer-based spreadsheets, scheduling, and word processing software programs, Internet and email
• Advanced knowledge of modern office practices procedures and equipment
• Ability to draft and communicate in all modes of communication including proper spelling, editing, grammar, and sentence structure
• Knowledge of bookkeeping and mathematical functions
• Ability to maintain exceptionally courteous and customer-service oriented performance
• Special ability to work as a team member, and to foster a team-work environment
• Ability to maintain confidential and sensitive information
• Ability to quickly exhibit understanding of City and Departmental programs, policies, and operations

• Ability to make work decisions, and exercise initiative and judgment in carrying out work
• Ability to prepare and maintain departmental records of considerable complexity and to prepare reports/forms from such records
• Ability to communicate effectively, and establish and maintain effective working relationships with other employees and the public
• Ability to balance and prioritize simultaneous calls and complex work assignments, and manage multiple tasks with accuracy and efficiency
• Ability to be accurate and precise
• Detailed and organized
• Ability to cope with frequent interruptions and adapt to current or changing needs
• Ability to quickly and accurately follow complex oral and written instructions
• Sense of creativity, initiative, and desire to consistently exceed requirements and expectations
• Ability to improve processes and efficiency

QUALIFICATIONS

Education/Training:

• High school diploma or equivalent
• 1-3 years of related experience preferred
• Associate degree preferred
• Demonstrated proficiency with MICROSOFT Word, Excel, Publisher, Outlook, Access and PowerPoint and ability to learn others.

PHYSICAL/VISUAL ACTIVITIES OR DEMANDS

• Sitting, talking, hearing, walking, reaching, stooping, bending
• Concentrated mental and visual attention with normal hand-eye coordination required
• Clarity of vision at 20 inches-corrected or uncorrected
• Occasional moving of items up to 25lbs

WORK ENVIRONMENT

• Typical office setting