Administrative Assistant - Community Development

at  City of Waukee

SUCCESS FACTORS:

• Able to take action in solving problems while exhibiting judgment and a systematic approach to decision making.
• Able to effectively communicate orally (in person and over the telephone) and in writing (using electronic devices and handwritten) in English with other employees, vendors and the community.
• Ability to establish and maintain positive, processional working relationships with co-workers and supervisors.
• Ability to work with the public in a friendly tactful manner.
• Ability to use common Microsoft Office programs, such as Word, Excel and email.
• Ability to master planning and permitting software and processes for data entry, retrieval, routing and reporting.
• Display willingness to listen and learn.
• Show initiative to seek other work upon completion of a task.
• Safeguards confidential information and uses it or discloses it only as expressly authorized or specifically required in the course of performing specific job duties.
• Understand and internalize the importance of seeking resolution to problems and concerns by bringing them to the direct attention of the supervisor in a timely manner.
• Demonstrate sound time-management skills by effectively or efficiently organizing, prioritizing, and completing multiple assignments in a timely manner.
• Attentive to the City’s standards for customer service, accuracy, quality, efficiency and all City policies and procedures.

QUALIFICATIONS:

• High School diploma or General Education Degree (GED). Associate’s degree or certificate in a related field from an accredited college, university ort technical school preferred.
• Two years related work experience.
• Proficient in Microsoft Office Suite and data base management.
• Experience in public sector or development area preferred.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is regularly required to sit, stand and move about the office; use hands and fingers to handle or feel objects, tools or controls; and reach with hands and arms. The employee is required to speak, hear and see in order to share information, receive instructions, type and complete tasks using a computer. The employee must occasionally lift and/or move up to 25 pounds.

JOB PURPOSE

Provides frontline customer service to members of the public visiting Community Development and administrative support to department staff and Director.

ESSENTIAL FUNCTIONS:

(Order of Essential Functions does not indicate importance of functions.)

• Provides exceptional customer service in-person, over the phone and via email to property owners, builders and contractors regarding permit applications, rental inspections, forms and timeliness.
• Screens and directs incoming telephone calls and walk-in visitors, answering questions in known subject matters, resolving minor customer complaints and forwarding other issues to appropriate staff member.
• Monitors workflow and maintains files related to building permits and the rental inspection program: inspection schedules, issuance of permits and inspection reports, through planning and permitting software.
• Provides forms, applications, brochures, pamphlets and related materials to the public as requested.
• Performs clerical duties and projects as requested by the Community Development Director or his/her designee.
• Types and prepares a variety of correspondence, memorandums, reports, and other documents, from general instruction using standard office software.
• Maintains an accurate and efficient filing system for the Community Development department. Monitors and purges files in accordance with applicable legal regulations and the City’s retention schedule.
• Sorts and routes incoming departmental mail and prepares outgoing mail. Orders and distribute office supplies.
• Performs other duties or assumes other responsibilities as apparent or assigned.