Administrative Assistant

Will provide administrative and organizational support to Division of Building Codes.  Responsible for processing reports, letters, memoranda, and calendars as well as general office duties. Maintain computer files & process code violation notices for related follow-up. The successful candidate will possess excellent communication & organizational skills and have experience in dealing with the public. Must have a high school diploma or GED with five yrs. experience in a professional clerical setting with extensive skills in Microsoft Office.   Knowledge of public sector agencies, structure and management preferred.  Equivalent education, experience and training may be considered.

Responsible for ensuring appropriate documents or presentations are provided to the management team member for any meetings or presentations.
 
Prepare detailed itinerary of any meeting or event sponsored by the supervisor.
 
Responsible for monitoring and providing guidance for all assigned special projects from assignment to completion.
 
Field both general and specific questions and complaints from the general public and either solve the problem or direct them to the proper authority.
 
Prepare detailed, signature ready, correspondence for the manager.  Assemble general information and create document and oversee subsequent distribution.
 
Schedule meetings and provide proper and timely notification of attendees to ensure maximum effectiveness of the event.
 
Maintain or review time cards, personnel records, records of vacation/sick/other time off, uniform records, and department requisitions for accuracy.
 
Ensure travel arrangements are established and verified for immediate supervisor and any other personnel.
 
Create self-generated correspondence to reduce supervisor’s workload and screen both telephone and written correspondence to eliminate unnecessary disruption.
 
Ensure monthly, annual, and special reports are prepared accurately and distributed to appropriate locations in a timely manner.
 
Establish and maintain effective working relationships with other employees, city officials, and the general public through the use of a professional image and attitude.
 
Be diplomatic and courteous when dealing with employees, supervisors, contractors, or the general public.
 
Research all available information when preparing detailed reports.
 
Carry out oral and written instructions with limited supervision.
 
Required to attend conferences, seminars, or training at off-site locations in place of the manager to ensure information is gained and disseminated to appropriate recipients.
 
Required to notify personnel of a recall during inclement weather or local emergency and provide administrative or other type of assistance during extended work hours.
 
Accomplish other related duties as assigned by supervisor.Graduation from an accredited high school or equivalent is required.
 
Minimum of five (5) years experience in the clerical field or equivalent training.
 
Extensive experience using Microsoft Office software and related office equipment.