Administrative Assistant

SUMMARY

Under direct supervision of the City Engineer, is responsible for performing preliminary review of building permit applications and site drawings to assure completeness of information; acts as primary receptionist for Engineering Department; maintains Cemetery records for City cemeteries; performs clerical duties for Public Works Director.

Engineering:

·Research and create new ordinances; update ordinances as deemed necessary by Public Works Committee.

·Perform preliminary review of building permit applications and site drawings to assure completeness of information.

·Issue and maintain records of building permits issued.

·Perform a large amount of computer data entry and retrieval.

·Greet the public and assist customers in resolving problems. Answer telephones, take messages and direct information to the appropriate staff member.

·Inform and assist customers with issues related to City Planning, Zoning and Building Code requirements, building permit application completion and other requirements.

·Receipt fees for permits; prepares financial records of fees collected and coordinates information with the Finance Office and State Department of Revenue.

·Develop and advertise public notices for all projects open for bid.

·Create and prepare City project bids.

·Record bid tabulations.

·Create and process special assessments on properties within City limits for City projects.

·Compile information gathered from various departments and forward that information to customers notifying them of corrections or additional information needed.

·Maintain engineering, planning, and zoning, and building inspection files and permanent records.

·Maintain and order office supplies.

Public Works:

·Prepare Public Works committee agendas; attend meetings; record minutes and distribute recommendations to appropriate personnel.

·Create and organize bids and bid tabulations.

·Research and create ordinances; update ordinances as deemed necessary by Public Works Committee.

Planning and Zoning:

·Assist public regarding Planning and Zoning requirements.

·Prepare Planning and Zoning Commission agendas; attend meetings; record minutes and distribute recommendations to appropriate personnel; coordinate as necessary to assure proper public notice of public hearings before the Planning and Zoning Commission.

·Coordinate with appropriate staff to compile staff recommendations to the Planning and Zoning Commission.

·Ensure complete and correct applications for subdivisions, plats, use permits, home occupations and variance requests.

·Prepare plats for Planning and Zoning Commission.

·Attend Planning and Zoning Commission meetings; maintain minutes from the Commission meetings and prepare commission written recommendations and resolutions to the City Council.

·Research and create ordinances; update ordinances as deemed necessary by Planning and Zoning Commission.

·Assist Belle Fourche Economic Development Corporation director with Housing study and development.

Cemetery:

·Maintain cemetery records for all City cemeteries; assist the public with purchase of plots, issue deeds and record deeds at Courthouse with opening/closing details.

·Assist the public and in-state/out-of-state funeral homes with opening/closing details and location of plots.

·Maintain database of burial information along with photographs of headstones and obituaries from 1903 to present.

·Map all cemetery plots with AutoCad and CIMS for Pineslope, St Paul’s Catholic, and Riverside cemeteries.

·Assist the public by creating and printing maps of grave site locations.

·Research and confirm location of listed burials.

·Work with Parks and Cemetery department to schedule burials.

Website:

·Website maintenance for organization of content and layout.

·Update webpages as necessary/agendas and minutes.

Job Type: Full-time

Pay: $15.29 - $17.30 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: One location