Administrative Assistant

Overview

Administrative Assistant position in the Building Department / Rental Housing division. The position is open until filled.

Job Title:

Administrative Assistant

Civil Service:
No

Department:
Building Department / Rental Housing

Bargaining Unit:
Non-Bargaining

Reports to Position:
Building Manager

Pay Grade:
Grade 5

Location:

City Hall

Overtime Status:
Hourly

FLSA Status:
Paid Overtime

• Provide high-level secretarial and administrative support to the Rental Housing division of the building department.
• Maintain records, answer telephones, process mail, provide customer assistance, and research information regarding rentals, landlords, and tenants.
• Provide information to the public; manage the rental housing process, department records, and various department accounting functions.
• Schedule inspections with landlords for the housing inspector by mail, email, or phone.
• Work closely with the rental housing inspector to ensure a streamlined, cohesive effort across the division.
• Exercise considerable independence in performing routine work;
  Building Manager provides guidance for complex assignments.

• Process incoming and outgoing mail.
• Draft letters of inspection notices.
• Maintain a rental housing database by gathering information, entering data, and tracking landlord rental units.
• Update monthly statements and process invoices.
• Audit and optimize the rental inspection scheduling workflow to reduce gaps, minimize travel time for inspectors, and improve turnaround for landlords.
• Serve as primary administrative liaison to answer routine ordinance inquiries, guide tenants through rental compliance processes, and defuse sensitive customer service situations.
• Lead creation and updating of educational outreach materials, landlordFAQ guides for the city website, and onboarding resources for landlords navigating city compliance.
• Serve as a trained backup to permit technicians in the Building Department on a limited basis.
• Perform other duties and related work as assigned.

• Coordinate the records management effort within the housing department; assist with preparation of department housing reports.
• Respond to customer requests for information on rental housing properties.
• Provide administrative support to the Building Official and the housing inspector in regard to the rental housing department.
• Maintain landlord records in a data system for various transactions of the housing department, including properties owned and rented, payments received and payments due.
• Provide administrative support, when appropriate, to the Building and Engineering Department Administrative Assistants by greeting customers at the front counter, responding to telephone and walk-in inquiries, and accepting applications.
• Cross-train to complete tasks performed by Building Department technicians on a limited basis when appropriate.

• Ability to communicate effectively in English with citizens and employees by telephone or face to face.
• Ability to read, speak, write and understand English; strong grammar and spelling to screen own work and others’ work.
• Strong coordination and people skills to maintain good working relationships with the public, staff, boards and commissions, elected officials, and other agencies.
• Ability to read and understand instructions, reports, planning documents, correspondence, and policies at a college level.
• Ability to perform general math calculations and create charts at a college level.
• Proficiency with office equipment and software; ability to enter, organize, and retrieve data using spreadsheets and databases; prepare reports and correspondence; conduct internet research and data exchange.
• Ability to bend, reach, climb, stoop, and lift up to 40 pounds for filing and records retrieval.
• Ability to sit for long periods for typing and computer work.
• Ability to understand and implement oral and written instructions; good telephone skills and presence.

• High school diploma or equivalent required.
• Strong communication skills, both oral and written, with sufficient command of English to compose and edit documents; ability to review technical documents and interpret data.
• Three years of experience in a similar role in a technical environment with public interaction is advantageous.
• Any acceptable combination of education, training, and experience that provides the above knowledge, abilities, and skills may be substituted.

• Primarily sedentary work; sitting about 95% of the time and standing/walking 5% of the time.
• Vision requirements for data analysis, extensive reading, and computer use.
• Physical activities include hearing, talking, finger dexterity, and repetitive motions.
• Work is primarily performed in an office setting.

• Sex Offender Registry Check
• Criminal Record Check