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City of Independence – Administrative Assistant

Position: Administrative Assistant

Department: Building

Salary grade: 4

Hourly range: $12.00 – $34.21

Reports to: Building Commissioner

The successful candidate will possess superior customer service skills and be a key resource to residents within the city. With the ability to troubleshoot and solve problems this candidate will often be the main point of contact between the building department and the public, residents, city officials and outside vendors.

Responsibilities:

  • Coordinate and communicates the day-to-day Building Department business with other Departments as needed and required.
  • Communicate daily, in a timely, friendly, and professional manner, with staff and the public.
  • Provide general administrative support including, but not limited to functions surrounding mailings, written memos, record maintenance, processing facility reservations and responding to phone calls and e-mails.
  • Schedule and coordinate with employees, residents, and other departments.
  • Demonstrates continuous effort to improve operations, decrease turnaround time, streamline work processes, and triage issues, problems, and work requests.
  • Reviews and processes a variety of monthly invoices from vendors, contractors, and consultants and processes invoices to the Finance Department for payment.
  • Submits requisitions to the Finance Department for the issuance of Purchase Orders.
  • Tracks and maintains all daily work activities, and material usage.
  • Serves as back-up to the Office Coordinator position in that person’s absence.
  • Troubleshoot problems and work to solve problems communicated by residents, demonstrate superior customer service skills at all times.
  • Assist with applicable boards and commission meetings.
  • Willingness to cross-train and work with Engineering or other departments as needed.

Main Competencies:

  • Communication Skills- written and verbal
  • Customer Service
  • Problem Solving
  • Prioritizing
  • Attention to detail
  • Teamwork

Key Requirements:

  • Previous administrative, clerical, typing or office-related experience
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Proficiency in Microsoft Office, advanced skills in Word and Excel

Knowledge of:

  • City procedures, ordinances, etc. that affect the work
  • Generally accepted clerical and secretarial practices, procedures and systems
  • Ability to operate standard office equipment
  • Correct use of grammar, punctuation, and spelling
  • Basic arithmetic and bookkeeping procedures

Skill and Ability to:

  • Organize work in a logical and efficient manner.
  • Maintain record-keeping systems.
  • Perform accurate and efficient data entry using a computer keyboard and terminal.
  • Operate standard office equipment.
  • Compose routine correspondence.
  • Perform simple bookkeeping functions.
  • Produce simple reports, accurately.
  • Communicate effectively with others both verbally and in writing.
  • Develop and maintain effective working relationships with internal and external customers.
  • Work on multiple tasks simultaneously; willingness to perform other duties as assigned.
  • Work in a fast paced, open environment with the ability to work through interruptions
  • Maintain confidentiality.
  • Regular attendance, as governed by and in accordance with applicable rules, regulations, procedures and laws, is regarded as an essential requirement of this classification – follow departmental procedure.
  • Compliance with training directives established by supervisory/managerial personnel.
  • Organized, self-motivated, and able to work independently and on a team.
  • Must possess a valid driver’s license.

Education and Experience:

Education: High School Diploma or GED equivalent. (Bachelor’s Degree preferred.)

Experience: One (1) to five  (5)  years  paid  work  experience  performing  basic,  general clerical duties using modern computer software in an environment characterized by a moderate amount of interruption and multiple simultaneous tasks.

Physical Demands:

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to communicate at  a high level. The employee is frequently required to sit for long periods of time, utilize hand and arm motions and lift 20 lbs. when necessary.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

The City of Independence is an Equal Opportunity Employer.

This position is considered to be “at will” and therefore employment may be terminated at any time for any reason, with or without cause.

For more information or to apply visit: https://independenceohio.isolvedhire.com/jobs/