Administrative Support Specialist I- Development Services

POSITION SUMMARY

POSITION SUMMARY:

An employee in this position performs public contact, data processing, and clerical duties in the Building Inspections Department of Development Services. This includes: serving as receptionist relaying information; scheduling; performing data entry and spreadsheet work; generating records or reports from the computer; and maintaining records and files.
Hiring Range: $33,284.00

DUTIES AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS OF THE POSITION:

• Performs any of the following functions depending on area assigned.
• Answers telephone and greets visitors (lobby, front desk, window); handles multiple telephone lines on a switchboard; processes requests for assistance; directs calls or visitors to the best sources for information; and gives information based on the type of request.
• Provides customer service to citizens as related to the assigned department’s services and programs; may collect and document payments.
• Responds to requests for service; initiates work orders if needed.
• Processes and routes daily mail.
• Receives and screens mail, documents, and other materials and routes to appropriate staff.
• Receives and logs in plans, maps, drawings and records as received and routes to appropriate staff; enters information into spreadsheet.
• Takes messages and returns phone calls; screens and routes documents; orders material requested and processes billings if appropriate.
• Arranges for rentals as needed.
• Runs errands.
• Processes records and referrals from various clients, departments, and other sources.
• Provides information for permits or payments.
• Reviews applications, permits, and other documents submitted for accuracy and completeness before processing; provides instructions to the public; and routes documents as needed.
• Updates and makes changes in databases and records.
• Reviews, verifies and records various program records; enters data into spreadsheets in prescribed formats; answers questions from departmental staff and the public concerning records; prepares monthly and quarterly reports for departments, managers, and other agencies; and ensures that information provided is complete and correct.
• Operates scanner to archive records and files.
• Monitors office security camera screens.
• Uses computer to obtain information for requests; enters data and information in computer for program staff and supervisor; and various reports for supervisors, program staff, or public requests.
• Enters correct information onto forms or standardized letters, memoranda, or reports and makes adjustments as necessary to fit varying situations.
• Creates records or reports by posting general program activity in an automated system or enters data on established forms, files, and other records.
• Assists boards, commissions, or committees as assigned.
• Records and types accurate discussions of meetings in appropriate formats; makes and distributes copies of meeting minutes to attendees; and files for future/legal purposes.
• Updates website and social media postings as directed.
• Maintains various databases including contact lists.
• Maintains department related files and information.
• Assists with special projects.
• Writes and edits flyers, news releases, event announcements, and reports; follows rules on use of logos, etc.
• Develops and disseminates information on policies or initiatives to other employees or the public as directed.
• Assists other staff with program and office support functions.
• Performs other related duties as assigned

MINIMUM QUALIFICATIONS

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma supplemented by coursework in typing, data entry, and word processing;
• One (1) year of related clerical work experience including experience working with computers and working with the public;
• Or equivalent education and/or experience.

• Knowledge of office practices and procedures.
• Knowledge of arithmetic, grammar, spelling, and vocabulary.
• Knowledge of word-processing, spreadsheets, and other computer applications used in the assigned office.
• Knowledge of assigned department policies, procedures, and functions.
• Skill in operating a computer, scanner, copier, fax machine, typewriter, or other office equipment.
• Skill in entering data with the necessary speed and accuracy for assigned department’s needs.
• Ability to process data, information, and other information required by the program and office.
• Ability to communicate effectively in person and by telephone.
• Ability to be tactful and courteous.
• Ability to follow oral and written instructions and procedures.
• Ability to enter data with accuracy at the speed required of the particular program or position.
• Ability to use automated systems and technology in performing the duties assigned.
• Ability to establish and maintain effective working relationships with the general public and other employees.

SUPPLEMENTAL INFORMATION

PHYSICAL DEMANDS:

Must be able to perform sedentary work and occasionally exerting up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects. This work also involves the physical abilities of handling, perceiving sounds at normal speaking levels, discriminating among sounds, having manual dexterity, using mental acuity, performing
repetitive motion, speaking, standing, expressing ideas by the spoken word, and walking. An incumbent must also possess the visual acuity to prepare and generate data and figures, work with color, use a computer, and proof information.

WORK ENVIRONMENT:

The employee works in an office environment.