Administrative Assistant Ii

3 weeks ago

South Bend, United States City of South Bend Full time

:
The Zoning Administrative Assistant provides administrative and clerical support to the Zoning Administrator, the Zoning Specialist, and the Historic Preservation Administrator in their roles with the South Bend Advisory Plan Commission (PC), Advisory Board of Zoning Appeals (BZA), and Historic Preservation Commission (HPC). This role also includes welcoming and assisting visitors to the Department of Community Investment.

Pay Range: $43,000 to $47,3000 annually.

SUPERVISION EXERCISED:
Not applicable.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
This list represents the types of duties required by the position. Other duties may be assigned as

reasonably expected.

1. Welcome and assist visitors, answer telephone, screen and/or forward calls, provide information (e.g., address and departmental) to the public as requested, and take messages.

2. Respond to questions and concerns, provide guidance to the public regarding policies, procedures, or regulations or refer them to the appropriate department personnel.

3. Attends all PC, BZA, and HPC meetings, sets up recording equipment and manages the on-line, virtual meeting environment for PC, BZA, and HPC.

4. Provides administrative support for PC, BZA, and HPC along with the Zoning and HPC Administrator and Specialists, creating agendas, including composing correspondence, preparing reports and presentations, drafting of legal documents and manage zoning enforcement letters and related administrative tasks.

5. Sets up recording equipment and create minutes for the PC, BZA, and HPC.

6. Manages the on-line, virtual meeting environment for PC, BZA, and HPC.

7. Assist individuals with form completion (e.g. permits) and collecting and processing payments.

8. Perform routine office duties, such as filing, photocopying/scanning, creating, sorting, and distributing documents, and handling routine correspondence.

9. Maintain department files (active & archives) using appropriate retention schedules and department policies. Process and prepare memos, correspondence, travel requests, or other documents.

10. Coordinate and schedule meetings with internal staff from multiple City departments as well as external partners.

11. Maintain office supply inventory and process department orders for supplies in addition to ensuring printers/copiers have what is necessary to guarantee working order.

NON-ESSENTIAL/MARGINAL FUNCTIONS:

- Answers phones, assists customers, and performs other duties as required.

QUALIFICATIONS

To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

- High school diploma or GED required.
- Associates degree and four (4) years previous office experience preferred.
- Zoning experience helpful.

KNOWLEDGE AND ABILITY:

- Ability to work flexible hours including evenings to attend PC, BZA, and HPC meetings.
- Strong grammar and writing skills.
- Detail oriented and organized with the ability to handle multiple tasks and meet deadlines.
- Skilled at establishing and maintaining effective working relationships.
- Strong computer skills including MS Office.
- Bilingual language skills (Spanish preferred) a plus, but not required.
- Ability to work alone with minimum supervision and with others in a team environment, often amidst frequent distractions and interruptions, and on several tasks at the same time.

EQUIPMENT:
Desktop and laptop computer; telephone, fax machine, copier, and scanner.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is occasionally required to walk, use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

WORK ENVIRONMENT:
Work is performed in an office setting, with moderate inside temperature. The noise level in the work environment is usually quiet to moderate in the office. The entire office is smoke free.

DISCLAIMER:
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reass

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