Building Inspector II
City of Iowa City
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Benefits offered by this job
Job summary
The City of Allen is seeking an experienced administrative professional to support the City Secretary’s Office, acting as Records Liaison and Elections Administrator as needed. You will manage documents, calendars, and communications, and assist with meetings, notices, and public records requests.
This full-time role offers comprehensive benefits including health and dental plans, life insurance, retirement, and paid holidays and vacation.
Qualifications
- Minimum two years of recent, relevant administrative support experience.
- Experience as an Executive Administrative Assistant is desirable.
- Experience working for a local government or municipality is a plus.
Responsibilities
- Provide support to City Secretary’s Office by handling correspondence, mail, reports, travel arrangements, itineraries and travel reimbursements.
- Greet and assist customers, answer calls, route inquiries, and respond to public questions with professionalism.
Skills
Education
Job description
The purpose of this position is to provide administrative support to the City Secretary who serves as the Records Management Officer, Election Administrator and provides executive level administrative support to the Allen City Council. The City Secretary’s Office consists of two full-time employees, the City Secretary and Senior Administrative Assistant. The City Secretary’s Office works in conjunction with the City Manager’s Office and related staff and requires a high degree of professionalism. This position does not provide direction to other employees.
- Provide support to the City Secretary by handling correspondence, distributing mail, completing reports and spreadsheets, making travel arrangements, creating itineraries and completing travel reimbursement forms. Will also be responsible for maintaining various calendars, reconciling purchase card charges, composing Mayoral Proclamations and posting documents.
- Represent the City Secretary’s Office in a professional manner when dealing with elected and appointed officials, City staff and the public; Provide customer service by greeting and assisting customers, answering calls to the City Secretary's Office, routing calls to the correct office or person, answering questions from citizens, applicants, employees and the general public, assisting customers with complaints and proactively resolving customer service issues.
- Process bills for the City Secretary and Mayor/Council; Monitor the City Secretary and Mayor/Council budgets and provide monthly reports to the City Secretary.
- Provide numerous administrative services by preparing for City Council meetings, Committee meetings and special events including catering arrangements and kitchen preparation, meeting room preparation, equipment testing, document preparation for signatures and restoring all areas to pre-meeting setup. Will also assist with group tours of City Hall.
- Assist in the posting of agendas; Responsible for preparation and publication of legal notices; Provide information to general public on boards and commissions applications, voter registration cards, etc.
- Serve as Records Liaison Officer for the City Secretary’s Office; Assist the City Secretary with the Records Management Program and operation of the Records Center; Maintain City Secretary’s Office records including indexing, filing, retrieving and copying/distribution of contracts, minutes, ordinances, resolutions, correspondence, etc.; Assist the City Secretary in responding to open records requests for information from City staff and the public.
- Provide back-up support for Executive Assistant to the City Manager and Senior Administrative Assistant for the Assistant City Manager.
High School Diploma or GED
Over two years of recent, relevant experience providing administrative support. Previous experience as an Executive Administrative Assistant is desired. Previous experience working for a local government or municipality is a plus.
Valid Texas Class C Drivers License
Notary Public - State of Texas
Intermediate - Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Intermediate - Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Intermediate - Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Receives directions: The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results with some discretion when making selections among a few, easily identifiable choices. Assignment is reviewed upon completion.
No responsibility for the direction or supervision of others.
Work involves choices of action within limits set by standard practices and procedures. Professional judgment is required to apply the proper course of action.
Discussion Frequent: From 21% to 50% of work time.
The City of Allen offers a choice of two PPO Medical Plan options for full-time employees. Vision insurance is included through enrollment in either of these plans. Employees also have the option of participating in an indemnity Dental Plan. Coverage is available to all full-time employees and their dependents under these plans at group rates. Employee insurance coverage goes into effect the first day of the month following 30 days of employment.
Basic Group Life Insurance and Accidental Death and Dismemberment protection is provided to eligible full-time employees in the amount of one time the annual salary up to a maximum of $250,000 for each benefit.
Long-Term Disability Insurance is provided at no cost to full-time employees.
The City of Allen also offers optional programs that include Short-Term Disability, Voluntary Supplemental Life, Dependent Life and Voluntary AD&D insurance group rates.
Participation in Flexible Spending Accounts through payroll deduction for Health Care and Dependent Care expenses is also available for full time employees.
The City of Allen administers a wellness program for full-time employees which provides premium reimbursement for participation in various wellness programs throughout the year.
All employees are covered by workers compensation for injuries sustained in the line of duty.
Employees receive nine paid holidays per year, including one personal day.
Employees with less than five years of service are eligible to earn 80 hours per year. An employee with five or more years of service is eligible to earn 120 hours per year. Employees with ten or more years of service are eligible for 160 hours per year.
Employees earn 72 hours of sick leave per year. There is no limit to the amount of sick leave hours accrued.
The City of Allen participates in the Texas Municipal Retirement System (TMRS): All full-time employees must participate in the Texas Municipal Retirement System. TMRS is a qualified tax deferred retirement plan under Section 401 of the IRS. Seven (7%) percent of gross earnings are deducted each payroll as a pre-tax deduction and deposited into the member account. When an employee becomes vested and retires, the City provides 2-to-1 matching contributions. The City of Allen also participates in Social Security.
The City of Allen offers an optional deferred compensation 457 plan in which employees can contribute a portion of their salary, before taxes, to a retirement account.
Employees who have been with the City of Allen at least a year receive $4 per month for every month worked.
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