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Administrative Assistant (2020 DRAFT)Position Description Position: Administrative Assistant FLSA Status: Non -exempt-Exempt Pay Grade: 6 Approved: May 13, 2019DRAFT DESCRIPTION OF WORK General Statement of Duties: Perform receptionist and customer service duties; perform administrative and clerical work; administer city licensing programs; provide assistant assistance to the building safety and utility billing functions; and assist in responding to code enforcement complaints including providing administrative and customer support for code enforcement. Immediate Supervisor: Finance Director Supervises: None Provides Work Direction to: None MAJOR JOB FUNCTIONS 1. City Receptionist: a. Answer main phone lines, direct calls, take messages, and assist callers b. Responds to emails c. Greet and assist public at reception counter d. Accept payments and issue receipts 2. Administrative and Clerical Support: a. Process the issuance of administrative licenses and permits (i.e. burning, fence, peddlers, solicitors, fowl, etc.) b. Serve as minute taker for City Council, Parks and Recreation, Planning Commission, Administrative Subcommittee and Public Works Subcommittee meetings as needed c. Assist with the maintenance, storage and retrieval of City documents d. Prepare and copy documents, reports, and typed material as requested e. Assist with coordinating, copying, and distribution of City Council, Planning Commission, Parks and Recreation, Administrative Subcommittee and Public Works Subcommittee packets as needed f. Enter data in appropriate software/computer system g. Notarize documents h. Open and distribute incoming mail and provide assistance on outgoing mail 3. Code Enforcement: a. Receive and enter code enforcement complaints in City data base b. Forward to City Planner for action c. Respond to phone calls and questions from complainant on status of code enforcement action d. Send enforcement, violation, and citation letters as directed by City Planner e. Track fines levied and paid and accept fine paymentsby citation, accept payment of fines, and for unpaid citations, prepare assessment notifications, letters and assessment rolls f. Coordinate with abatement contractors 4. Rental Housing Licenses: a. Process licenses following City ordinance b. Mail letters and issue licenses c. Enter data in computer system d. Confer with City Planner and Building Safety Department as needed e. Send violation and citation letters for non-compliance 5. Assistance to the Building Department: a. Maintain and schedule inspections conducted by building inspectors b. Assist with the maintenance, storage and retrieval of property files c. Accept applications, calculate fees and issue generic flat rate permits d. Monitor expiring permits and send notification letter to applicants e. Provide building activity reports and information to the County Assessor c.f. Distribute permits and certificates of occupancy d.g. Assist in the monitoring of buildersbuilder’s escrow accounts 6. Assistance to Utility Billing: a. Provide customer service via phone, email and at the service counter b. Accept payments, record within the utility billing software, provide receipts and prepare daily deposits c. Assist with other duties as needed or assigned by the Finance Director d. Coordinate with the Utility Department as needed 7. Other Items: a. Direct street light issues to the appropriate utility company b. Process Right of Way permits in conjunction with City Engineer c. Accept sign permits and fees per City Ordinance and forward to City Planner for approval d. Assist City Engineer with review and corrections of Master Street Address Guide including proofing street addresses on maps and new plats e. Perform clerical duties for various departments as assigned f. Assist the City Clerk during election cycles 8. General a. Treat fellow employees with respect and integrity b. Promote a positive and motivating environment c. Provide exceptional customer service to residents, developers, city officials, and the general public d. Confer with supervisor, peers, and employees to discuss and resolve issues e. Make decisions that are always in the best interest of the City f. Perform other duties and projects as assigned g. Follow all safety policies and procedures h. Follow all City policies and procedures KNOWLEDGE, SKILLS AND ABILITIES  Demonstrable experience in answering multiple phone lines, directing calls, and responding to callers  Demonstrable experience in providing exceptional customer service both in person, electronically, and on the telephone  Extensive knowledge of and experience and proficiency in word processing, data base, spreadsheet, presentation, and other office software programs necessary to provide administrative support  Knowledge of and experience in City operations, ordinances, and practices related to code enforcement, rental and other minor licenses and permits  Ability to communicate clearly, professionally, effectively, and precisely both verbally and in writing  Ability to calculate fees, determine accuracy of payments, and process payments  Ability to diffuse conflict and tense situations with public in person or over the phone  Ability to plan, prioritize, and organize your work  Strong sense of honesty, integrity, and credibility MINIMUM QUALIFICATIONS 1. Three years of receptionist and administrative support experience 2. Proficiency in office computer systems 3. Customer service experience 4. High school diploma or equivalent PREFERRED QUALIFICATIONS 1. Administrative support training or certification 2. Experience working for a growing city or county PHYSICAL REQUIREMENTS The physical requirements checked on the attached sheet are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Note: This job description does not constitute a contract or employment agreement.