Administrative Assistant I - Enforcement Division

General Description

The purpose of this job within the organization is to perform a broad range of administrative tasks in the Office of Development Services with a focus on the enforcement division.

This job works under close supervision according to set procedures.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job as necessary.

Essential Functions :

Strives to be efficient and effective at balancing and meeting the common needs and reasonable expectations of core constituents .

Contributes towards the department's mission by continuously striving to meet expectations, strategic goals and objectives.

Answers and directs incoming telephone calls.

Enters employee time and leave into timekeeping system.

Issues purchases orders and processes invoices and purchase requisitions.

Manages office supplies.

Data entry for the vacant structure registry.

Opens, sorts and distributes mail and incoming faxes.

Files copies of issued permits.

Attends to customers coming into the office and on the phone; answers questions and directs them to the appropriate person if needed.

Communicates and works regularly with several other departments, such as the City Collector's Office, Traffic Engineering, and City Engineering.

Additional Duties :

Enters information into the computer system (such as names, addresses, job descriptions, total job cost, insurance information, license numbers, classifications, etc.

for both permits and contractor licenses, based on information provided by the homeowner or contractor.

Interacts with internal and external customers through written correspondence, and verbal communication.

Provides instructions to contractors and homeowners on how to complete necessary forms.

Performs related work as assigned.

Responsibilities, Requirements and Impacts

Data Responsibility :

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation.

Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Collects, classifies or formats data or information in accordance with a prescribed schema or plan to facilitate the identification and extraction of useful information.

People Responsibility :

People include co-workers, workers in other areas or agencies and the general public.

Speaks with or signals to people to convey or exchange information of a general nature.

Asset Responsibility :

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires minimum responsibility for only small quantities of low cost items or supplies where opportunities for achieving economies or preventing loss are negligible.

Mathematical Requirements :

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication and division and / or calculates ratios, rates and percents.

Communications Requirements :

Communications involves the ability to read, write, and speak.

Reads routine sentences, instructions, regulations, procedures or work orders; writes routine sentences and completes routine job forms and incident reports;

speaks routine sentences using proper grammar.

Judgment Requirements :

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for long range goals, planning and methodologies. Decision-making is focus of the job, affecting entire organization and surrounding population;

works in an unstable environment with frequent and significant changes in conditions.

Complexity of Work :

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs semi-skilled work involving set procedures and rules, but with frequent problems; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

Impact of Errors :

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderately serious - affects work unit and may affect other units or citizens.

Physical Demands :

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage :

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards :

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

Safety of Others :

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public.

Does not include safety of subordinates).

Requires no responsibility for the safety and health of others

Minimum Education and Experience Requirements :

Requires High School graduation or GED equivalent.

Requires some experience in in customer service or closely related experience.

Special Certifications and Licenses :

WV Notary

Core Competencies :

Knowledge, Skills & Abilities :

• Accountability - takes responsibility for own actions.
• Adaptability - responds positively to change.
• Communications - listens, speaks and / or writes in a clear, concise and respectful manner.
• Customer Service - provides courteous, accessible and quality assistance to internal and external customers.
• Initiative - takes proactive action to complete work or resolve issues
• Judgment & Decision Making - evaluates issues and makes sound factual decisions.
• Professional Development - seeks opportunities to enhance technical skills and job knowledge.
• Teamwork & Cooperation - collaborates with others to fulfill the City's vision and achieve departmental goals and strategic objectives.

Additional Qualifications :

• Must have the ability to provide documentation verifying legal work status.
• Ability to read and speak the English language proficiently in order to communicate and interact with others; to understand and interpret safety instructions;

and to respond to internal and external inquiries.

Ability to understand and comply with City and departmental guidelines, policies, procedures and expectations.

This job description has been designed to indicate the general nature and level of work that may be performed by an employee.

It is not designed to contain or be interpreted as a comprehensive inventory or list of all of the duties, responsibilities and qualifications required of employees assigned to this job.

Supervisors / Managers and / or Department Heads may also assign additional or other lawful duties as may be necessary and / or required.

The City reserves the right to modify or change this job description at any time, for any lawful reason, with or without notice.

This job description is not, and should not be construed or implied to be a contract, promise or guarantee of continued employment.

Americans with Disabilities Act Compliance

The City of Charleston, WV is an Equal Opportunity Employer. The ADA requires the City to provide reasonable accommodations to qualified persons with disabilities.

Prospective and current employees are encouraged to discuss ADA accommodations with management.

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