Position Title:
Administrative Assistant
Department:
Codes
FLSA Status:
Non-Exempt - Hourly
Salary:
Grade:
F
Starting:
$19.66
Supervision:
Codes Director
Last Reviewed:
5/29/24

Job Summary
This position works under the close supervision of the Director of Codes. It performs a variety of routine and complex clerical, secretarial, and administrative work in keeping official records, providing administrative support to the Codes, Planning, Stormwater, and Engineering staff, and assisting in the administration of the standard operating policies and procedures of the department.
ESSENTIAL DUTIES AND RESPONSIBILITIES

• Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, data processing, and bookkeeping.
• Establishes and maintains filing systems, control records, and indexes using moderate independent judgment.
• Answers incoming calls and routes callers or provides information as required.
• Receives the public and answers questions; responds to inquiries from employees, citizens, and others and refers, when necessary, to appropriate persons.
• Operates listed office machines as required.
• Composes, types, and edits various correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
• Working knowledge of computers (Microsoft Office operating system)
• Working knowledge of modern office practices and procedures.
• Ability to perform cashier duties accurately.
• Ability to effectively meet and deal with the public.
• Ability to communicate effectively verbally and in writing.
• Ability to handle stressful situations.
• Operates a vehicle to run errands.
• Other duties as assigned.

MINIMUM QUALIFICATIONS

• High School Diploma or GED preferred with four (4) years of administrative support experience, or equivalent combination of education and experience.
• Bachelor's or associate Degree preferred.
• Ability to perform duties accurately.
• Ability to effectively meet and deal with the public.
• Ability to communicate effectively verbally and in writing.
• Ability to handle stressful situations.
• Must possess a valid Tennessee Drivers' License or could obtain one in a reasonable period.

SKILLS, KNOWLEDGE, AND ABILITIES

• Knowledge of Codes, Planning, Engineering, and Stormwater department operations, policies, and procedures.
• Knowledge of principles and practices of office administration.
• Knowledge of records management principles and standards.
• Knowledge of basic cash handling principles.
• Knowledge of general office equipment and standard computer software applications.
• Required skill in coordinating and performing a variety of skilled administrative functions.
• Required skill in providing secretarial support to management personnel and other departmental staff.
• Knowledge of compiling data and preparing correspondence, reports, and other documentation.
• Knowledge of updating and maintaining departmental records and files.
• Ability to establish and maintain cooperative working relationships with other staff, City departments, outside agencies, community organizations, vendors, and the public.

PHYSICAL DEMANDS
This is sedentary work requiring the exertion of up to 25 pounds occasionally with a reasonable amount of force to frequently and/or constantly move objects; work requires climbing, stooping, reaching, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas using the spoken word; hearing is required to perceive information at normal spoken levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work and observing general surroundings and activities.
WORK ENVIRONMENT
Office-Based Administrative Duties : The Administrative Assistant operates primarily within the Codes Department's office environment, focusing on a wide range of administrative tasks. These tasks include processing permit applications, managing inspection schedules, handling inquiries from the public and contractors, and maintaining departmental records.
Customer Service and Public Interaction : A significant aspect of the job involves direct interaction with homeowners, contractors, and other stakeholders seeking permits, inspections, or information related to building codes and regulations. The Assistant provides accurate information, guidance, and support, requiring excellent communication skills and a customer service-oriented approach.
Document Management and Data Entry : The role includes managing a variety of documents, such as permit applications, inspection reports, and compliance documentation. The Administrative Assistant ensures that all documents are accurately processed, filed, and maintained in accordance with departmental policies and legal requirements. Proficiency in data entry and document management systems is essential.
Collaboration and Team Support : Working closely with codes enforcement officers, inspectors, and departmental staff, the Administrative Assistant facilitates the smooth operation of the department by coordinating schedules, disseminating information, and assisting with the preparation of reports and presentations. Effective teamwork and collaboration skills are vital for supporting departmental efficiency.
Regulatory Compliance : The Assistant plays a key role in ensuring that departmental processes comply with municipal, state, and federal regulations related to building codes, zoning laws, and construction standards. This includes staying informed of regulatory changes and assisting with the implementation of compliance measures.
Process Improvement and Efficiency : Identifying opportunities to improve administrative processes, enhance customer service, and increase departmental efficiency are part of the Assistant's duties. This may involve suggesting improvements to permit application processes, document management practices, or customer interaction protocols.
Professional Development and Training : The Administrative Assistant is encouraged to participate in ongoing professional development opportunities to enhance administrative skills, learn about updates in codes and regulations, and improve knowledge of construction and building standards.
Flexible Schedule : This position is not remote. While the Administrative Assistant in the Codes Department typically works during standard business hours, flexibility may be required to meet critical deadlines or support departmental activities outside of regular hours.
THE CITY OF LA VERGNE IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, SEX, COLOR, RELIGION, NATIONAL ORIGIN, AGE, DISABILITY, OR VETERAN STATUS IN EMPLOYMENT OPPORTUNITIES.
Other details

• Pay Type Hourly
• Job Start Date Monday, July 15, 2024

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