Administrative Assistant

Description

Job Title: ADMINISTRATIVE ASSISTANT I

Department: Planning & Development

Reports To: Director of Planning & Development

Pay Range: 4 Status: Full Time

FLSA Status: Non-Exempt

Position Summary: The Administrative Assistant I provides administrative support to the Planning & Development Department, with primary emphasis on the environmental health functions of the department. Performs general clerical tasks and assists the public.

Requirements

ESSENTIAL FUNCTIONS:

• Provides customer service, including answering/directing calls, distributing information, providing applicants with instructions, and/or directing people to the appropriate staff depending on the need.
• Provides general clerical support for the department through word-processing, data entry, filing, photocopying, scanning, fax, distributing mail, maintaining supply inventory, and relaying messages.
• Assists the Environmental Health Specialist/Technician by entering pumping reports, following up on any failures, and scanning, tracking, and filing applications and reports correctly.
• Maintains records for the department in an organized, central filing system, including scanning, organizing and maintaining hard copy and electronic files, and purging files as appropriate.
• Serves as a backup for accounting and financial records for the department to process accounts receivable and payable properly.
• Serves as backup petty cash fund and departmental purchase-card coordinator, working directly with the Budget and Finance division to ensure compliance with Riley County procedures.
• Assists in coordinating meetings for the Manhattan Urban Area Planning Board and the Riley County Planning Board/Board of Zoning Appeals, including assembling packets, scheduling the room and security, setting up the recording system for taking minutes, preparing minutes of meeting and when needed, attending meetings
• Helps maintain a variety of databases/spreadsheets provide efficient workflow for the department.
• Utilizes and maintains an electronic permit system for permitting, licensing, and application processing and tracking.
• Prepares, maintains, and distributes various reports and project lists.
• Maintains inventory records of departmental equipment.
• Performs other duties as assigned.

Position Requirements:

Education: High school diploma or equivalent required. Vocational training preferred. Technical coursework in computer software programs for word processing, spreadsheets, and databases preferred. Valid driver’s license required.

Experience: 2 years in an administrative position required. Experience with modern office practices, business English, spelling, and math required. Experience working in an office and with public, proficient in excel, clerical experience preferred.

Skills: Ability to develop proficiency in Geographic Information Systems and electronic permit systems. Competent organizational skills. Ability to work effectively with the public, advisory boards, other agencies, and other county staff. Skill in written and verbal communication. Proficiency in word-processing applications and creating spreadsheets required.

Physical Demands: The physical demands represent those required to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms. The employee occasionally lifts/pushes/pulls 50+lbs, frequently lifts up of 25-50lbs and constant lift of up to 25lbs. Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus.

Work Environment: The work environment described represents those encountered while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work is generally in an office setting involving everyday risks or discomforts and normal safety precautions typical of an office setting with visual attention and dexterity in computer operation. There is an occasional risk the employee is potentially subject to verbal or physical abuse from disgruntled individuals. The noise level in the work environment is usually moderate.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the…