Administrative Assistant - Code Compliance

Job Summary

Performs a variety of routine to complex clerical, secretarial and administrative work in keeping official records, providing administrative support to department staff, and assisting in the administration of the standard operating policies and procedures of the department and the City. Work is performed under limited supervision with considerable latitude in the use of initiative. Position relies on experience and exercises independent judgment to determine the best approach by using and interpreting policies, procedures, and the City Code of Ordinances.

This role requires accuracy and the ability to manage multiple tasks effectively.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Receives the public and answers questions; responds to inquiries from employees, citizens and others; refers to appropriate department/staff member as needed
• Answers phones, routes callers, and provides information as required; refers calls to appropriate department/staff members as needed
• Receives and processes documentation pertaining to purchasing, accounts payable, and accounts receivable
• Obtains price quotes for potential purchases; submits purchase order requests; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures and forwards for payment; processes payments; maintains current balances for department ledger accounts
• Inputs data to standard office and department forms; makes postings to accounts; compiles data for various reports
• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material ensuring accuracy. Prepares confidential/managerial reports and documentation.
• Scans records into appropriate computer system; conducts records maintenance activities in compliance with guidelines governing record retention
• Maintains file system for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files
• Serves as liaison between the assigned department and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, and other individuals or organizations for the distribution and receipt of routine information
• Coordinates travel arrangements for staff pertaining to meetings, trainings, and conferences; processes all travel expense reports accordingly
• Ensures compliance with all applicable rules, regulations, standards, policies and procedures
• Maintains inventories and orders supplies and materials as needed
• Attends committee, staff meetings, and Special Magistrate Hearings as assigned
• Assists with preparation of the various agendas and minutes; makes copies of the documents for public distribution at meetings; posts documentation to City website
• May assist with departmental and capital improvement budget preparation; monitors expenditures to ensure compliance with approved budget
• May assist in processing documentation pertaining to personnel/payroll functions, review timesheets for accuracy and research discrepancies, and maintain employee rosters and related records
• Maintain department website
• May receive, time stamp, and distribute incoming mail
• Supports code enforcement operations by preparing case files, tracking violations, and maintaining databases related to inspections
• Coordinates scheduling of Special Magistrate Hearings and prepares related documentation, including notices, hearing agendas, and follow‑up correspondence
• Maintains confidentiality and discretion when handling sensitive compliance, enforcement, or personnel‑related information
• Collaborates with other departments (e.g. Planning, Building Services, Police) to ensure coordinated response and documentation of code‑related matters
• Other duties as assigned

• May schedule, coordinate, and/or provide staff training