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Administrative Assistant

5 months ago

Warsaw, United States City of Warsaw Full time

Planning Department

City of Warsaw / An Equal Opportunity Employer

Administrative Assistant

COMOT

Full-Time / M-F / 8AM - 4PM

$20.00 - $24.88 (FT/35 hr work week)
- The following essential job functions comprise a summary of job duties, requirements, and responsibilities contained in the job description prepared for this position. The job description will serve as the primary document in the selection and hiring process; and constitutes the context for incumbent job performance and evaluation. To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations made be made to enable individuals with disabilities to perform the essential functions._

Incumbent serves as Administrative Assistant for the City of Warsaw Planning Department, responsible for issuing various permits, receiving fees, maintaining records, taking minutes at various meetings, and providing clerical support to the department.

**ESSENTIAL FUNCTIONS**
- Answers telephone and greets office visitors, providing information and assistance, taking messages, scheduling appointments or transferring/directing to appropriate individual or department.
- Assists with arrangements for Plan Commission, Redevelopment Commission, Redevelopment Authority, Board of Zoning Appeals files and cases, and related meetings, including preparing agendas, assembling related materials, and distributing to appropriate individuals, and Board of Zoning Appeals and Plan Commission cases.
- Assist with meetings of Planning Commission, Redevelopment Commission, Redevelopment Authority, Board of Zoning Appeals, and others as assigned, including scheduling and attending meetings, recording, transcribing and distributing minutes and agendas, assisting in compiling case documents and reports, and maintaining related records.
- Locates and compiles data, and collates material for special projects and reports. Develops and maintains organized filing system, retrieves and compiles data, and collates materials for special projects and reports, such as grants and budget proposals.
- Maintains multiple information databases, including Building Permits, Sewer Tap Permits, Board of Zoning Appeals and Plan Commission Files and cases, Sign Permits, Fence Permits, and Street Cut Permits.
- Tracks capital assets, reports of collection, maintains cash drawer with Clerk for change, and office inventory.
- Maintains system and notifies City Planner of filing and expiration dates for tax abatements, bonds/ letters of credit, and in lieu of annexations.
- Assists as needed processing revenue deposits for department including reconciling cash with receipts and preparing deposit slips.
- Process purchase orders/vouchers, payroll, and other costs, including verifying invoice/work hours and totals, obtaining appropriate signatures, forwarding to Clerk-Treasurer, and posting in accounts payable ledgers or service records employees and Zoning and Planning Board Members.
- Performs related duties as assigned.

**JOB REQUIREMENTS AND DIFFICULTY OF WORK**
- High school diploma or GED, with a minimum of three (3) years of related clerical experience and a minimum of one (1) year of bookkeeping experience, or equivalent combination of education and experience.
- Working knowledge of standard bookkeeping principles and ability to make simple arithmetic calculations, prepare and process related documents, and maintain accurate records.
- Working knowledge of Standard English grammar, spelling and punctuation, and prepare statistical data, accounting tabulations, financial reports and records as required.
- Ability to type with speed and accuracy, and operate various office equipment, including computer, printer, typewriter, copier, fax machine, calculator and telephone.
- Ability to understand and follow oral and written instructions, and present findings in oral or written form.
- Ability to effectively communicate orally and in writing with co-workers, other City departments, various board/commission members, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
- Ability to work alone and with others in a team environment.
- Ability to effectively communicate orally and in writing with co-workers, other city departments and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
- Ability to provide public access to or maintain confidentiality of department information and records according to department and city policy.
- Ability to work on several tasks at the same time and complete assignments effectively amidst frequent distractions and interruptions.
- Ability to occasionally work extended evening and weekend hours.
- Ability to maintain personal composure and tact during difficult situations.
- Must