Administrative Assistant

Responsibilities

The role is responsible for delivering administrative support Directly to the Public Works Director and across the Public Works Department within municipal services. This position will ensure efficient daily operations by coordinating tasks, maintaining records, and facilitating communication.

• Provide general administrative support including filing, correspondence, data entry, and recordkeeping.
• Track projects, deadlines, and follow-up actions, ensuring completion of assigned initiatives
• Assist in preparing and monitoring departmental budgets and procurement activities
• Anticipate needs and proactively support departmental objectives.
• Manage departmental calendars, schedule meetings, and coordinate internal and external appointments.
• Prepare and proofread reports, memos, and correspondence for accuracy and professionalism.
• Assist in tracking and processing purchase orders, invoices, and budget-related documents.
• Support the Director with meeting preparation, agenda development, and follow-up on assigned tasks.
• Serve as a point of contact for interdepartmental communication and public inquiries, maintaining a professional and courteous demeanor.
• Maintain confidentiality on personnel, budgetary, and operational matters.
• Assist with special projects, policy tracking, and performance reporting as assigned.
• Organize and prepare materials for City Council, committee, and departmental meetings;
• Assist the Work Oreder Manager with coordination and mailings
• Tracking of permit billing and invoice creation
• Assist departments with organizing and maintaining file systems in accordance with the records retention schedule
• Serve as “backup” for different positions, including reception and permit technician
• Coordination of office functions under the guidance of management
• Other administrative duties as assigned

Qualifications

• Education: HIGH SCHOOL DIPLOMA OR EQUIVALENT
• Experience: Minimum of 5 years working in a professional office environment

Key Skills/Competencies for this position

• Applicants must be highly organized and able to function in a fast-paced environment.
• Excellent time management, organization, and communication skills. Interaction with the public is possible therefore being patient and courteous is required.
• Have the ability to organize filing systems well as perform repetitive tasks.
• Must be able to communicate clearly and effectively both orally and in writing.
• Must be able to handle confidential matters with discretion.
• Proficient in Microsoft Word, Excel and PowerPoint, a working knowledge of other relevant programs is a plus

Personal Qualities

IBTS places a high value on certain personal traits that work toward creating a positive, professional, and supportive work environment, which is essential for working together and achieving success. We believe “how” you achieve your results is as important as what you achieve. The following highlights the personal traits key for success within the organization.

• Strong Work Ethic
• Teachable/Continuous Learner
• Reliable/Dependable
• Collaborative/Team Contributor

Company Overview

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees. 

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce.  All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents.  Veterans and individuals with disabilities are encouraged to apply.

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