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ITEM 5_Admin Assistantr CITY OF se o MINNESOTA Position Description Position: Administrative Assistant Reports to: City Clerk Supervises: N/A FLSA Status: Non -exempt Pay Grade: Pay Grade 7 - Under Review Date Approved: March 30, 2015NA-vex-h-er XX, 24 DESCRIPTION OF WORK General Statement of Duties: Serve as City receptionist; perform administrative and clerical work; administer rental license program; issue peddler/solicitor licenses; serve as backup building permit technician; and assist in responding to code enforcement complaints including providi_ge administrative and customer support for code enforcement. a d planning permits Supervision Received: Works under the direction of the City Clerk Supervision Exercised: None MAJOR JOB FUNCTIONS 1. City Receptionist: a. Answer main phone lines, direct calls, take messages, and assist callers b. Greet and assist public at reception counter c. Issue burning and fence permits and fowl licenses d. Accept payments 2. Administrative and Clerical Support: a. Serve as backup minute taker for City Council, Planning Commission, Parks and Recreation, Administrative Subcommittee and Public Works Subcommittee meetings b. Assist with electronic storage of City documents c. Prepare and copy documents, reports, and typed material as requested d. File and retrieve documents, both hard copy and electronic e. Assist with coordinating, copying, and distribution of City Council, Planning Commission, Parks and Recreation, Administrative Subcommittee and Public Works Subcommittee packets f. Enter data in appropriate software/computer system g_ -Notarize documents g h. Open and distribute mail 3. Code Enforcement: a. Receive and e -Enter code enforcement complaints in City data base b. Forward to City Planner for action b -.c Respond to Eephone calls and questions from complainant on status of code enforcement action Ed. Send enforcement, violation, and citation letters as directed by City Planner 4:e. Track fines levied and paid and accept fine payments 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 Inspectors as needed d:e.Send violation and citation letters. S. Other Items: a. Direct street light issues to appropriate utility company a b.Issue Peddler/Solicitor licenses l --.c. Process Right of Way permits in conjunction with City Engineer c--.d.Accept Review and approve sign permits and fee per City Ordinance and refer -forward lar- .o/busin— fflits to City Planner for approval d:e.Assist City Engineer an rig„ Clerk with review and correction of Master Street Address Guide including proofing street addresses on maps and new plats 6. 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 DEMANDS Attached -Must be able to sit for long periods of time and manipulate objects using fine motor skills for extended periods must be able to hear to answer phone calls and communicate with the public Must have ability to bend, stoop, push, pull, and reach periodically. Note: This job description does not constitute a contract or employment agreement.