Administrative Assistant

General Purpose
Performs a wide variety of highly responsible and complex clerical and secretarial duties to provide professional, effective and efficient public service to the general public, and to provide highly responsible secretarial and administrative support to Community Development Department.

Essential Duties and Responsibilities
Provide skilled and responsible, confidential administrative support to Community Development Department.
Maintain calendar of meetings and events for Community Development staff; plan and schedule meetings, inspections, training and social functions and keep Community Development staff informed of said schedule.
Answer questions and provide information to the public; receive citizen complaints and questions and refer to appropriate personnel for resolution.
Screen and direct calls and visitors as appropriate.
Prepare materials and correspondence for distribution, mail, and fax as necessary.
Establishes and maintains a filing system by filing and scanning records as required.
Assists in the procurement of department materials and supplies.
Composes, types, and edits correspondence, reports, memoranda, and other materials requiring judgment as to content, accuracy, and completeness.
Inputs data to City specific software and other standard office and/or department forms.
Receives, stamps, and distributes incoming mail and process outgoing mail.
Maintains and tracks Community Development employee time and assignments, as directed by Community Development Director.
Maintains employee data base by tracking vacation, sick time, and comp time usage, as well as employee contact information.
Attends regular and special Planning Commission and Board of Adjustment meetings; oversees or performs an accurate recording of the proceedings, preparation of the minutes, recording, indexing and filing for the public record; distributes information as requested. Other duties as assigned by Community Development Director.

Desired Minimum Qualifications
Education and Experience:
(A)Graduation from a high school or GED equivalent with specialized course work in general office practices, such as, typing, personal computers, filing, accounting, and bookkeeping.
(B)Office experience to include knowledge of local area networks.

 Necessary Knowledge, Skills and Abilities:

1. Proper public contact and telephone etiquette and ability to effectively meet and deal with the general public; ability to communicate effectively verbally and in writing and tactfully respond.

1. Modern office procedures, methods and equipment and various types of software packages and applications.

1. English usage, spelling, grammar and punctuation; business letter writing and report preparation.

1. Principles and procedures of record keeping.

1. Knowledge of local ordinances as they apply to inquiries from citizens.

1. Ability to research a variety of information; discreetly handle confidential information; communicate clearly, both orally and in writing.