Senior Administrative Assistant

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Job description

Job Description

This position provides varied and complex administrative support services for the Community Development Director and Department. The incumbent will plan, coordinate and organize office activities and support and coordinate the flow of communications for the director, planners and permit counter. Participates as part of the City Hall Customer Service Team.

ESSENTIAL DUTIES:

* Provides varied and complex administrative and specially assigned clerical services in support of the director and department.
* Assists at front counter for breaks and absences to ensure timely processing of permits.
* Organizes office activities and coordinates flow of communications to assure office and operation runs efficiently.
* Supports the on-line electronic permitting software services.
* Receives and opens mail for the director and passes on important information to the director.
* Supports the Planning Commission by attending meetings and preparing meeting notes and communications.
* Receives visitors, including directors, staff and the public for the director and department staff.
* Provides information and directs visitors to appropriate personnel.
* Provides detail and technical information concerning policies, permits and procedures where judgment, knowledge and interpretation of procedures and regulations are required.
* Assures timely communications between assigned office and City employees.
* Initiates telephone calls to receive and transmit information, answers telephones, screens and routes calls for the director, takes messages and relays information.
* Resolves related issues as appropriate.
* Refers difficult situations to the director.
* Researches and compiles a variety of information, computes statistical information for various reports, and processes and evaluates a variety of forms as related to assigned functions.
* Maintains department budgets and assures that accounts are accurate and expenditures are within requirements.
* Initiates purchase requisitions and budget transfers.
* Composes, independently or from note or rough draft, a variety of materials including inter-office communication, forms, letters, flyers, contracts, special projects and other materials.
* Establishes and maintains project and confidential files.
* Coordinates, schedules and attends a variety of meetings as requested by the director.
* Maintains appointment calendar for the director.
* Collects and compiles information for meetings and projects and takes and transcribes minutes as requested by the director.
* Prepares agenda items and back-up materials for a variety of meetings as requested by the director including the Planning Commission.
* Orders, receives and distributes supplies and materials and prepares purchase requisitions for these materials.
* Coordinates travel and conference arrangements for staff and prepares related forms and reimbursements.
* Operates a variety of office equipment including a copier, fax machine, a computer and assigned software.
* Responds to record requests/information and generate lists, reports and other responsive materials.
* Performs back-up duties for other positions in department and City when necessary, which may include general cashiering and cash handling.
* Monitors inventory of supplies and materials; orders and receives supplies and materials as needed.
* Performs other related duties as assigned.