Administrative Assistant II - Building Code Inspection

Decatur; Decatur (AL); Hybrid; USD 32,000 - 44,000; Full time

Job summary

City of Decatur seeks an Administrative Assistant II for Building Code Inspection to provide essential clerical support for department operations.

Primary duties include data entry, payroll assistance, purchasing, report preparation, and customer service. Requires strong Microsoft Office skills, 3+ years in an office setting, and a diploma or GED.

Qualifications

• High school diploma or GED; additional business/office courses are a plus.
• 3+ years of office experience performing administrative tasks.
• Proficiency with computers and Microsoft Office applications.
• Knowledge of modern office practices and procedures.
• Ability to handle customer service tasks and maintain accurate records.

Responsibilities

• Enter permits into computerized database.
• Assist Planning Department with BOZA meeting prep (agenda, booklets, admin tasks).
• Assist in preparing payroll for the department.
• Prepare purchase orders and reconcile credit card statements.
• Prepare various regular and special reports.
• Obtain quotes for office supplies and equipment.
• Prepare letters, memoranda and other documents.
• Process payments from the public and online; handle credit card receipts.
• Answer calls, greet visitors, provide information, take messages.
• Schedule meetings and maintain calendars.
• Perform related duties as needed.

Skills

Attention to detail

Prioritization

Organization

Communication

Customer service

Education

High School Diploma or GED

Advanced courses in business/office management

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Job description

Class Title Administrative Assistant II - Building Code Inspection

This position is responsible for providing administrative support for department operations.

Job Summary

This position is responsible for providing administrative support for department operations.

Major Duties

• Enters permits into computerized database.

• Assists the Planning Department, as needed, with Board of Zoning Adjustment (BOZA) meeting preparation to include agenda, booklets, and other administrative functions related to BOZA.
• Assists in preparing the department payroll.
• Prepares purchase orders; reconciles credit card statement.
• Prepares a variety of regular and special reports.
• Obtains quotes for office supplies and equipment, initiatives purchased, and stocks/inventories supplies.
• Prepares a variety of letters, memoranda, and other correspondence and documents.
• Receipts payments from the general public and online; processes credit card receipts.
• Answers calls and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel.
• Schedules meetings and appointments and maintains department calendars.
• Performs related duties.

Minimum Qualifications

• High school diploma or equivalent GED. Advance courses in business, office management or other related field highly desirable.

• Three or more years of experience in an office setting performing administrative tasks.
• Must be proficient with computers, including Microsoft office products such as Outlook, Word, Excel and PowerPoint.
• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of customer service principles and practices.
• Skill in prioritizing and organizing work.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in accurate record keeping and file maintenance.
• Skill in oral and written communication, interpersonal communications and problem solving.

Supplemental Information

Guidelines

• City and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

Complexity/Scope of Work

• The work consists of related administrative and customer service duties. Frequent interruptions contribute to the complexity of the position.
• The purpose of this position is to provide administrative support for department operations. Successful performance contributes to the efficiency and effectiveness of those operations.

Contacts

• Contacts are typically with co-workers, other city employees, contractors, architects, engineers, and the general public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.

Physical Demands/Work Environment

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects.
• The work is typically performed in an office.

Supervisory and Management Responsibility

• None.