What are the responsibilities and job description for the Administrative Assistant position at City of Astoria?
POSITION SUMMARY
The City of Astoria is looking for a friendly and professional individual to work as the Administrative Assistant for the Community Development Department. The position plans and organizes the operations and function of the department. Answers phone lines and provides information on permits, applications, city and development code. Welcomes visitors to City Hall; Ensures proper public notification practices and procedures; maintains adequate records of Commission meetings and actions. Participates in coordinating City planning and development related activities with other City departments and outside agencies; Grant program management; Complaint/code enforcement intake and log maintenance; manages and schedules pre-application requests and meetings. Provides back-up assistance to the Building Division.
DEPARTMENT OVERVIEW
The Community Development Department is responsible for economic development, land use planning, zoning administration, building inspection, historic preservation, code enforcement, and the Urban Renewal Districts. The Department provides staff support to: Planning Commission (APC), Historic Landmarks Commission (HLC), Design Review Commission (DRC), and the Astoria Development Commission (ADC). The Department administers the City Comprehensive Plan, the Development Code, the Zoning map and the City's Building Inspection Program.
APPLICATIONS WILL BE REVIEWED ON AN ONGOING BASIS. THE RECRUITMENT MAY CLOSE EARLY TO PROCEED WITH THE INTERVIEW PROCESS. WE ENCOURAGE YOU TO APPLY SOONER RATHER THAN LATER TO BE CONSIDERED.
SCHEDULE
The regular schedule for this position is full-time, Monday - Friday 7:30AM - 4:30PM.
ESSENTIAL FUNCTIONS
- Coordinates and maintains the official records for all Community Development ordinances, resolutions, legal notices and publications, contracts, Commission minutes and all other documents adopted by the Commissioners.
- Prepares agendas and meeting packets in compliance with State Public Meetings Law and local policy.
- Processes complaints and prepares letters for various and unusual issues. Maintains and tracks complaint log. Refers non-compliance complaints to City Planner or Community Development Director.
- Works at the front counter and provides walk-in customer support. Shares multi-line phone responsibilities with Public Works Administrative Assistant.
- Provides administrative office support to Community Development Director and staff.
- Manages, plans, and organizes Community Development Director daily calendar. Arranges meetings/conferences including preparation of agendas, minutes, and travel arrangements.
- Prepares, edits, assembles, and distributes letters and memorandums.
- Researches and assembles information for various projects per Community Development Director.
- Maintains website for Community Development Department.
- Processes multiple invoices. Maintains and reconciles various accounting and budget records. Organizes and maintains information for use in department budget preparation.
- Maintains and regularly updates standard operating procedures.
- Orders office supplies and equipment.
- Maintains multiple databases and spreadsheets.
- Assists Community Development staff with monthly timesheet preparation.
- Scans, copies, and distributes multiple sets of large format plans.
- Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with colleagues and clients including the ability to communicate effectively and remain calm and courteous under pressure.
- Works collaboratively in a team environment with a spirit of cooperation.
- Maintains punctual, regular and predictable attendance.
- Respectfully takes direction from the supervisor.
- Follows all safety rules and procedures established for various work areas.
- Follows policies, procedures, and guidelines as described in the City of Astoria Personnel Manual and other documentation related to this position.
MINIMUM QUALIFICATIONS
Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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.
- High school graduation or equivalency
- Three years administrative work experience or any equivalent combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above described duties.
- Proficiency in Microsoft Office programs (Word, Excel, Outlook). Word & Excel skills assessment will be including in the hiring process.
- Ability to pass a City-required background check which includes review of criminal, social security number trace, sex offender records and reference checks.
DESIRABLE QUALIFICATIONS
- Some knowledge of city operations or community development.
- Possession of a valid driver's license with a safe driving record.
SUPERVISORY RESPONSIBILITIES
This position does not have supervisory responsibilities.
WORK ENVIRONMENT
While performing the duties of this job, the employee is occasionally required to stand, walk, and reach with hands or arms. The employee is regularly required to sit; use hands to finger, handle or feel; talk or hear. The employee must occasionally lift and/or move materials up to and over 25 pounds.
The noise level in the work environment is usually moderate (examples: business office with computers and printers).
Salary : $23 - $28