What are the responsibilities and job description for the Administrative Assistant position at City of Big Spring?
This position is responsible for assisting Code Enforcement by handling complaints, mailing out complaint notices, and researching property details. It involves regularly communicating with the public, homeowners, builders, and contractors. The role also includes issuing invoices and collecting payments for building permits as needed, along with performing other administrative and secretarial duties.Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge and skills. Factors such as regular attendance at the job not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities my include, but are not limited to, the following:
- Performs receptionist tasks for the Code Enforcement Department and helps with permits, including handling complaints from property owners and contractors.
- Provides general information on various code enforcement and permit issues. Directs inquiries to the appropriate people and takes or relays messages as needed.
- Receives code enforcement complaints through the City’s website reporting system. Monitors complaint statuses and provides citizens with general information about their complaints.
- Dispatch Code Enforcement Officers and/or maintenance staff to any relevant complaints and enforcement activities.
- Assist Code Enforcement Officers in preparing and mailing City of Big Spring Code Violation Notices to the public.
- Support Code Enforcement officers by researching property details and preparing reports as needed.
- Prepare docket case folders for the Legal Department and Municipal Court.
- Generate invoices for completed work on non-compliant properties and monitor payments to file future liens if needed.
- Process purchase orders by typing requisitions, obtaining purchase order numbers, coding, assigning account numbers, recording to the correct budget, and maintaining files.
- Enter notes in the Code Enforcement case data entry for the code officers.
- Prepares bi-weekly reports on code cases issued.
- Schedules meetings, prepares reports, and monitors budgets for departments.
- Maintains all department files.
- Processes and collects payments for building permits, verifies contractors have the necessary licenses, inputs permit data into the computer, and maintains records for issued permits.
- Performs other duties as assigned.
- High School diploma or GED.
- Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.
- Completion of a computer skills test. Applicants must submit results of Skills Testing with Application for Employment. Skills test can be taken at the Texas Workforce Commission located at Howard College, 1001 Birdwell Lane, Suite 106, Big Spring, Texas 79720 (next door to Howard Cottage day care).
- Possession of a valid Class C Texas driver's license.
- Credit checks will be conducted on all applicants under final consideration for this position.
- Knowledge of city construction ordinances, standard building codes, and city, department and safety policies and procedures.
- Knowledge of modern office practices and procedures.
- Skill in basic bookkeeping.
- Skill in utilizing a personal computer and standard business software.
- Skill in operating such office equipment as a typewriter, copier, calculator, facsimile machine, and two-way radio.
- Skill in performing basic mathematical calculations.
- Skill in maintaining records and files.
- Skill in data entry.
- Skill in dealing with the public.
- Skill in interpersonal relations.
- Skill in oral and written communication
Salary : $38,145