Administrative Assistant

The Community Planning & Development Assistant will assist the staff of the Community Planning & Development Department with various Administrative support tasks. Specific duties to be performed by the Assistant include helping with registering all residential property, scheduling and coordinating inspections, monitoring delinquencies and code compliance progress, administering the contractor licensing renewal process, and maintaining all departmental files and records.

The Assistant will demonstrate outstanding leadership, communication, time management and technical skills through effective collaboration, using team resources, progressive decision making and personal responsibility.

REQUIREMENTS

• Preferred Associates Degree in Business Administration or similar; but must have at least a High School Diploma or equivalent
• Bi-lingual Spanish is preferred
• At least two years’ experience in an Administrative environment
• Have at least two years of basic accounting or bookkeeping experience
• Proficiency in Microsoft Office
• Have at least four years of experience in customer service
• Exceptional organizational and time management skills
• At least two years of handling money
• Preferred someone who has knowledge in the Village of Rantoul values; ordinances; department policies; rules; and procedures
• Must be able to help problem solve and make appropriate decisions to our customers
• Be able to effectively communicate orally and written with Village of Rantoul staff; visitors; and customers
• Must possess excellent multi-tasking skills
• Must be able to meet tight deadlines
• Willing to be a notarized agent

ESSENTIAL FUNCTIONS OF JOB

• Welcome visitors and customers in a professional friendly manner
• Work cooperatively with all Village of Rantoul staff toward the common goal of providing high quality of services
• Screen incoming calls and mail
• Assist contractors and general public with the completion of Building Permit Applications
• Field building inspection requests to building inspectors
• Register new contractors and process annual Contractor License Renewals for Electrical and Mechanical Contractors
• Prepare and maintains the process for annual Fire Protections & Waste Hauler License
• Ensure that required documentation and fees are submitted before issuing license renewals for Fire Protection; Waste Hauler; Mechanical & Electrical Contractor Licenses
• Process and schedule inspection for Mobile Home Certificate of Occupancy Applications
• Maintain the Village’s plan inventory, including scanning & storing of building plans
• Register new landlords and their properties into the Rental Registration Program
• Prepare annual rental registration statements and process Rental Registration certificates
• Maintain a good rapport with landlords and property owners
• Assist tenants with the Tenant Inspection Request
• Schedule life safety inspections for rental properties and tenant inspection requests and group homes
• Compile; scan; and email all paperwork to Village Attorney for the filing of formal complaints for code enforcement cases and rental registration and inspections; where violations were not brought into compliance
• Process all liens on properties for code enforcement cases, forward liens to Champaign County Recorder’s Office, process all lien payments and prepare necessary lien releases that are also sent to the Recorders’ office
• Maintain timesheets; post hours; and review payroll information for the Building Safety Department; Urban Planning Manager; and Community Development Specialist
• Prepare and process purchase orders or requisitions for the department
• Understanding and maintaining accurate accounting on line item balances
• Prepare routine correspondences; monthly and weekly permit reports; and other reports as needed
• Maintain departmental correspondence; files; and records
• Notarize documents
• Manage incoming telephone calls and those who visit the facility
• Work closely with the Village Utility Department verifying property owners and tenants and accurate payment processing
• Attend monthly meetings as a Liaison for Central Illinois Rental Property Professionals
• Active organizer and participant of Village of Rantoul annual Clean-Up Day
• Assist in the development and updating of operating procedures, policies, rules and regulations
• Other duties assigned

TIME OFF

• Vacation Time
• Personal Days
• Sick Time
• 12 Paid Holidays Per Year

BENEFITS

• Medical; Dental; and Vision
• IMRF and 457 Plans
• Long Term Disability and Voluntary Life Insurances
• Flex Spending
• Employee Assistant Program
• AFLAC and Legal Shield
• Retirement Health Savings Plan

OTHER PERKS

• Discount on Forum Membership
• Discount on Pool Membership
• Discount on AT&T and Verizon Cell Phone Plans