Administrative Asst to Code Compliance/Building

ADMINISTRATIVE ASSISTANT – BUILDING & CODE COMPLIANCE

GENERAL SUMMARY:

The Administrative Assistant performs a variety of administrative duties in support of the Public Safety Department’s Code and Building operations. This position works with minimal supervision and knows the department’s policies and procedures. This position must exercise independent judgment and maintain strict confidentiality regarding the department’s internal operations. The Administrative Assistant should have a general knowledge of BS&A software, invoicing, and administrative tasks.

ESSENTIAL JOB FUNCTIONS:

• Performs specialized clerical work requiring a knowledge of departmental operations; independently gathers facts and prepares reports requiring research and personal inquiries.
• Performs a variety of clerical duties involving typing, record keeping, department mail, office supplies, and filing.
• Is the first point of contact for phone calls and walk-in inquiries and shall screen all citizen inquiries and provide or direct them to the appropriate resource for their needs.
• Coordinate the Building Official and Inspector’s calendars.
• Research and compile data for monthly and annual department reports.
• Process and balance all revenues collected by the department until turned over to the Finance Department at the end of each day.
• Oversee the issuance of work permits, licenses, invoices, payments, and any specialized documents in the Code Compliance Department.
• Assist the inspectors with various documentation, as needed.
• Assist with requests via the Freedom of Information Act (FOIA).
• Perform any other related duties as may be required by the Deputy Director of Public Safety.
  
  
  

The above statements are intended to describe the general nature and level of the work being performed by employees assigned to this classification. These statements are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Can work independently and efficiently with little supervision.
• Learn to operate and use department-specific software applications and other specialized records, specifically BS&A.
• Ability to learn department-specific software applications and other computer solutions.
• Use proper spelling, punctuation, vocabulary, and grammar.
• Ability to exercise judgment and discretion in releasing information.
• Perform assigned duties independently or under general supervision.
• Prepare correspondence and reports, copy and distribute information efficiently, and perform accurate and efficient computer entry and retrieval.
• The ability to respond to difficult situations and people in a calm and courteous manner.
• Handle multiple priorities and respond to urgent requests.
• Develop reports with proper spelling, wording, and accuracy,
• Thorough knowledge of the principles and procedures of modern office support operations.
• Ability to type 50 w.p.m. with accuracy.
• Knowledge of document sharing and collaboration via cloud-based solutions.
• Skilled in operating a variety of computer software programs, including BS&A, Word, Excel, Outlook, and PowerPoint.
• Required skills in maintaining and updating paperless records and documents.
• Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with employees, elected officials, visitors, and the public.
• Ability to exhibit strong writing and organizational skills, communicate effectively, and present ideas orally and in writing.
• Ability to successfully follow oral and written instructions.
• Ability to maintain attention to detail and work effectively under stress and changes in work priorities.
• Requires the ability to maintain strict confidentiality in department operations.
  
  
  

QUALIFICATIONS AND EXPERIENCE:

• High school diploma or equivalent required; associate's degree preferred.
• Candidates must possess a valid Michigan Driver’s License.
• Possess four (2) years of experience in office support or management in a public or high-level office setting.
• This classification requires pre-employment drug screening.
• Must be able to pass a background check for access to the Public Safety building.
• Must possess the ability to perform the Essential Job Functions listed above.
• Must be open to availability after regular business hours in case of public safety emergencies.
  
  
  

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

While performing the duties of this job, the employee regularly works in a business office setting where the noise level is usually quiet. While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, hear, reach, and use hands to handle or feel.

Note: This job specification should not be construed to imply that these requirements are the exclusive standards of the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change as the employer's needs and the job's requirements change.

DISCLAIMER:

This job description summarizes the typical functions of the job and is not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The jobholder's responsibilities, tasks, and duties may differ from those outlined in the job description, and other duties, as assigned, may be part of the job. The omission of specific statements of duties does not exclude them from the position. This job description does not constitute an employment agreement between the employer and employee and is subject to change as the employer's needs and the job's requirements change.