Administrative Assistant

Located in Texarkana, AR

Salary: $14.50/hr,

Position: Administrative Assistant (Front Desk)

Location: Texarkana, AR

Hours: M-F, 8am - 5pm

Pay: $14.50/hour

 

TYPICAL DUTIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Answers, screens, and directs incoming calls to appropriate divisions and/or individuals; documents and distributes telephone messages.
• Greets and assists office visitors; directs visitors to other departments as required.
• Serves as a primary point of contact for departmental employees and the general public.
• Responds to various types of inquiries and/or complaints; provides information regarding departmental operations, services, programs, projects, and policies.
• Prepares, processes, and prioritizes work orders received from the public and other departments.
• Provides secretarial support and assistance as required.
• Schedules and coordinates meetings, appointments, and/or other functions; organizes reservations for training workshops; updates and maintains departmental calendars.
• Prepares, processes, reviews, and disseminates correspondence, memoranda, contracts, schedules, forms, purchase orders, invoices, and/or other types of departmental documentation.

JOB DESCRIPTION:

Administrative Assistant

 

• Updates and maintains departmental records, filing systems, databases, and/or policy manuals.
• Prepare inspection reports for the day and release utilities once inspections have been completed and approved by inspectors.
• Prepare monthly reports on inspections performed and research past inspection for utility companies.
• Prepare building permits for review by Building Official, Fire Marshal, Planning and TWU.
• Issue building, plumbing, heat and air, street cut & electrical permits once review has been completed by Building Official, Fire Marshal, Planning and TWU.
• Issue building permits for miscellaneous construction that does not need to be reviewed by Building Official (roof, minor repairs, siding, fence, portable buildings, etc.).
• Issue Peddler’s, Mobile Vendors, House Moving, Home Occupation, Billboard Sign, On Premise Sign, & Miscellaneous Permits.
• Enter complaints and request into the incident database from citizens for the street department and code enforcement.
• Prepare/process invoices for all demolished structures for payment.
• Prepare general agreements to pay for demolished structures, sidewalks, weed lots and any work performed by the city for citizens that are to be billed.
• Prepare and mail bills for plumbing, electrical and HVAC contractors that pulled permits during the month.
• Serves as back-up to Administrative Assistant II (Back Desk Assistant).
• Performs other related duties as assigned or required.

MINIMUM QUALIFICATIONS:

Education and Experience:

High School Diploma or equivalent; AND four years administrative support experience; OR an equivalent combination of education and experience.

 

Required Knowledge of:

• Public Works Department operations, policies, and procedures.
• Principles and practices of office administration.
• Records management principles and standards.
• General office equipment and standard computer software applications.

Required Skill in:

• Coordinating and performing a variety of skilled administrative functions.
• Providing secretarial support to management personnel and other departmental staff.
• Compiling data and preparing correspondence, reports, and other documentation.
• Updating and maintaining departmental records and files.
• Establishing and maintaining cooperative working relationships with other staff, City departments, outside agencies, community organizations, vendors, and the general public.

Physical Demands / Work Environment:

• Work is performed in a standard office environment.
• Subject to sitting, standing, walking, bending, reaching, and lifting of objects Up to 25 pounds.

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