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Applicants can sign up to receive text messages from the Hiring Managers regarding the position you have applied for. To sign up, on the CERTIFY page of your job application, you will have to turn ON “Are you interested in receiving text message notifications from this organization?” You will be required to enter the telephone number XXX-XXX-XXXX you want the text messages to be sent to. Thank you.

Position Overview

Salary Range: $43,131.92 - $55,123.95/annually. Salary reflects Step 1 and Step 6 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's current grade and step.

Job Summary:

The Administrative Support II assists the Division Manager and other division staff with the administrative work of the division.

Incumbents normally are familiar with division or department functional operations and are able to work with minimal assistance. Working under limited supervision, incumbents perform work requiring some interpretation of data and must make decisions considering objectives. Incumbents may provide work direction or training to temporary office staff or lower-level support staff.

Essential Duties and Responsibilities

Serves as an initial contact person for the division or department

• Answers and screens calls or greets walk-in visitors and either answers questions, explains policy or procedures, or refers non-administrative calls or requests for assistance to the proper person
• Assists the public with administrative requests for information where the information is public in nature or access is authorized, providing explanations of policy and procedure
• Provides counter service for the department and takes escalated questions
• Serves as department security by controlling access to department work areas
• Receives and distributes department mail and may prepare and post department correspondence
• Serves as the primary back-up for the front counter when counter staff are absent.
• Able to take payments, and create and issue permits

Performs intermediate accounting and inventory duties

• Receives payments for City services or permits and logs them into appropriate software
• Delivers deposits to the bank or a central treasury location
• Processes the billing for goods or services as required
• Maintains petty cash accounts
• Codes employee timesheets for entering into the payroll system
• Orders department office supplies in order to maintain a working inventory, prepares purchase orders for replenishment as directed by policy
• Receives supplies, matches invoices to purchase orders, enters appropriates codes and forwards for payment
• Assists with preparation of budgets for the division’s office equipment and supplies

Maintains and/or creates division files per approved filing methods

• Places or ensures proper placement of material in paper or electronic file folders
• Indexes and scans records into system archiving programs or databases
• Monitors file retention policies and statutes ensuring that they are followed
• Creates and documents indexing files into searchable formats for retrieval of records
• Controls access to files per the nature of the files and permission required to view files
• Makes copies of file materials as necessary, charging copying fees when appropriate

Records management duties

• Composes or transcribes materials from written notes, documents, audio or video and enters data into computer programs or databases
• Scans large and small documents into digital records storage format using plotter and associated equipment
• Uses computer programs or databases to record minutes of meetings, field notes, report content, letters or other material in electronic form
• Proofreads materials prepared by self and others to produce professional results
• Prepares documents for posting on web locations and converts them to Adobe Acrobat format as necessary
• Maintains the Building Division website with updated information and materials
• Maintains staff records and certifications, and reports all staff changes to the State

Performs research and develops reports in support of department operations

• As requested by department staff, researches files or public sources of information to gather data requested
• Prepares tables, lists, spreadsheets, databases, reports or other documents in support of department activities
• Enters floodplain building permit documents into databases and tracks/monitors progression
• Issues building and floodplain permits after approval by the Floodplain Administrator or Building Plan Reviewers
• With minimal direction, completes and submits routine reports as required by other government agencies or City departments

Assists the Building Official and Deputy Building Official, and staff with general clerical support

• Schedules meeting rooms and needed equipment
• Compiles and prepares information, documents for mail-outs
• Prepares public notice and legal announcements for publication
• Prepares memos as directed for signature or for direct issuance
• Makes travel reservations
• Monitors expense budgets and tracks revenue for the department and may assist Division Manager with annual operations budgeting
• Uses a programmable telephone system, audiovisual equipment and the internet

Performs other duties as assigned.

Qualifications and Skills

Required Qualifications & Skills:

• High school diploma or GED
• Three or more years of combined education and administrative support experience, or equivalent
• Must have strong interpersonal skills
• Must have the ability to operator personal computers and be proficient with Microsoft applications, or equivalent

Preferred Qualifications & Skills:

• Experience with city government and knowledge of various division/department operations
• Experience with permit and project management software
• Experience with website design and maintenance

Physical Demands and Working Conditions

Work is indoors in a normal office environment. Intermittent physical effort involving lifting of 25 pounds or less is required. Work requires moderate attention to detail or deadlines between 45% and 70% of the time. A typical workday involves about 85% of the time spent sitting and frequent use of a keyboard. In some department applications it may be necessary to drive on occasion.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise. The City retains the discretion to add duties or change the duties of this position at any time.