Administrative Assistant I

General Statement of Duties/Distinguished Features of the Class

Hiring range is negotiable between $35,624 and $45,955 depending on a candidate's qualifications and experience

Essential Duties and Tasks

• Answers telephone and greets visitors; gathers and provides information based on knowledge of programs and procedures; uses tact and discretion to deal with difficult and angry customers.
• Provides assistance to the public for obtaining electrical, mechanical, plumbing building , fire and special permits including greeting customers to determine what type of permit or license is needed, providing appropriate applications and addenda, compiling necessary information to complete permit, checking to ensure that contractor's licenses are current and proper, typing and issuing permits and collecting applicable fees.
• Issues building permits upon approval of applications; schedules building and fire inspections and re-inspections; types associated correspondence, collects fees and prepares receipts.
• Assists customers and contractors with water account applications; arranges temporary water for construction and/or clean-up.
• Compiles forms, permits, notices, licenses or form letters with designated or routine information; records data from approved building permit applications for the issuance of permits, receipts and control numbers.
• Maintains record of permits issued; enters permits, inspections and re-inspections information into computer and creates and maintains hard copy files with applications, inspection reports, etc. and retrieves filed materials based on full knowledge of departmental activities.
• Summarizes information and selects data from varied sources to prepare records and reports.
• Assists with other administrative duties such as taking messages for field staff, making deposits, bills, producing check requests and typing correspondence.
• Issues certificates of occupancy, releases electrical power and issues business registrations in the absence of Administrative Assistant III.
• Performs related duties as required.

Knowledge, Skills and Abilities

• Considerable knowledge of building codes and related ordinances and of building permit and construction processes.
• Considerable knowledge of modern office practices and procedures including office automation equipment and software for word processing, data base management, and spreadsheets.
• Considerable knowledge and ability to use correct grammar, vocabulary and spelling.
• Working knowledge of North Carolina contracting regulations and licensing requirements.
• Ability to create and maintain accurate detailed records.
• Ability to plan and organize administrative support activities and tasks.
• Ability to communicate effectively in person and by telephone and to deal with difficult and angry customers.
• Ability to interpret building codes and regulations and give information and instructions on departmental programs and procedures based on inquiries.
• Ability to establish and maintain effective working relationships with supervisors, co-workers, builders, developers and the general public.
• Ability to gather and compile materials from a variety of sources.
• Ability to maintain records and files and to gather and compile data from a variety of sources.

Physical Requirements/Special Requirements