Job Description

Posting number: BI211390

Department: Building Inspect

Job classification: Administrative Assistant III

Posting type: Open

Categories: Administration, Clerical & Data Entry, Business

Summary

Assists the Department with complex data entry and analysis, writing, verification of documents, working with legal proceedings and handling confidential information. Position is also responsible for working with other Department staff on various administrative projects and Provide Support to the BIS Director. Performance of more complex administrative, personnel and financial support duties.

Hiring Hourly Range: $19.34 - $25.32

OPEN UNTIL FILLED – APPLICATION REVIEW BEGINS IMMEDIATELY

Examples of duties

• Answers and screens incoming telephone calls and communicates with customers, vendors, local businesses and community organizations, and the general public and departmental personnel via telephone, email, and written correspondence to answer inquiries and provide information.
• Conducts subject research and assembles materials from files and records as necessary to complete projects and/or report assignments.
• Updates and generates regular reports.
• Opens and distributes mail.
• Appointment and meeting scheduling.
• Record and schedule, meeting minutes for general and board meetings.
• Processes and prepares Department’s/Office’s purchase order systems, payroll, requisitions, claims for payment, accounts payable, and/or reimbursement vouchers.
• Performs Human Resources functions within the Department/Office, including conducting annual insurance renewals, maintaining, personnel files, and completing necessary paperwork for personnel changes.
• Prepares specialized documents and reports, including grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables.
• Perform all office supply, uniforms, safety equipment purchases.
• Additional duties include support during emergencies; special projects and research as needed/required.
• Mandatory support for damage assessment team.

Qualifications

Position requires a high school diploma (or GED), supplemented with five (5) or more years of progressively responsible administrative experience or a combination of equivalent education and experience that provides the required knowledge, skills, and abilities. An Associate’s Degree is preferred.

Supplemental information

• Microsoft Office Software (Excel, Access, Word)
• Geographic Information System (GIS) software and application
• Online flood maps; navigation and use
• Read and interpret maps, blueprints, and legal descriptions
• Internet research

Certifications:

• NIMS (National Incident Management System) Courses IS100, and IS700.
• International Code Council Permit Technician certification within 6 months.
• May include additional certification requirements dependent upon other duties as assigned.
• Permit Technician Certification.