Administrative Assistant I - III Building Inspection

Anticipated Hiring Salary Range:

Level I      $18.17 - $20.48 hourly

Level II     $19.57 - $22.55 hourly

Level III    $23.70 - $27.31 hourly

Job Summary:

The Administrative Assistant I - III position will provide a high level of administrative support for the designated department. This role supports the functional area in preparing and distributing agendas for various boards and commissions, taking and preparing detailed meeting minutes, posting and tracking legal notices, typing and compiling reports and correspondence, maintain consistency in processes, and billing for services. This role supports and completes research and/or special projects, maintains data in organizational systems, files documents, answers telephones, and responds to intern and external customers.

Experience, Knowledge, Skills:

Minimum Requirements

Level I

• High School diploma or equivalent
• 18 months of increasingly responsible administrative support/secretarial experience
• A combination of experience and education is accepted.

Level II

• High School diploma or equivalent.
• One (1) to three (3) years increasingly responsible administrative support/secretarial experience.
• One (1) year of experience working with Microsoft Word, Excel, Outlook, PowerPoint, or other equivalent software packages.
• One (1) year of experience scheduling and calendaring meetings in Outlook.

Level III

• Associates degree (two‐year degree) or certification program of comparable length.
• 3‐5 years' increasingly responsible administrative support experience performing the following and/or combination of experience and education.

Preferred

• Knowledge of construction trades or building inspection industry.
   

Knowledge, Skills, and Abilities

• English/Spanish bilingual skills
• Advanced proofreading skills and detail‐oriented focus.
• Knowledge of business office functions.
• Advanced customer service skills.
• Advanced interpersonal and both in person and on the telephones.
• Advanced use and understanding of proper grammar usage, spelling, and punctuation.
• Knowledge in office methods, procedures, and equipment.
• Ability to apply general knowledge of procedures, practices, or operations.
• Knowledge of department purchasing card bill‐paying, record keeping, filing systems, and procedures.
• Ability to communicate effectively, both verbally and in writing.
• Ability to comprehend and make inferences from written materials and from maps.
• Ability to enter and manipulate data using a personal computer.
• Ability to operate standard office equipment (e.g., computers, fax machines, copiers, printers, calculators, etc.).
• Ability to compose memos, outgoing correspondence, presentation materials, and other documents.
• Ability to work independently and in groups.
• Ability to perform basic mathematical calculations.
• Ability to perform multiple tasks and meet deadlines under pressure with constant interruptions and meet deadlines which are inflexible at times.
• Knowledge of or the ability to learn the organization, procedures, and operation details of the department and division.
• Ability to establish and maintain effective working relationships with the general public, co-workers, and other city employees.
• Ability to work overtime, holidays, evenings, shifts, or weekends.
• Ability to follow established and detailed instructions and procedures.
• Ability to drive personal vehicle for business purposes.

Essential Functions:

Communication and Customer Service

• Provides a high level of administrative support to an office of staff members with varied responsibilities and support. 
• Answers phones, transfer calls, take messages, answer questions, provide information to callers.
• Works with vendors.
• Provides customer and staff support.
• Communicates effectively, both verbally and in writing.
• Comprehends and makes inferences from written materials and from maps.
• Operates standard office equipment (e.g., computers, fax machines, copiers, printers, calculators, etc.).
• Composes memos, outgoing correspondence, presentation materials and other documents.
• Prepares packets, forms, and other documentation for distribution.
• Works independently and in groups.
• Performs basic mathematical calculations.
• Effectively performs multiple tasks and meet deadlines under pressure with constant interruptions.
• Learns the organization, procedures, and operating details of the department/divis