Senior Administrative Assistant - Building Inspections

City of Midlothian; Midlothian (TX); Sur place; USD 45 000 - 55 000; Plein temps

Avantages offerts par ce poste

Notary Public preferred

Résumé du poste

The City of Midlothian is seeking an Administrative Assistant to provide clerical support for the department. You will greet visitors, handle calls, process permit applications, and maintain records using standard software tools.

Responsibilities include preparing correspondence and reports, coordinating meetings, managing supplies, and assisting with special projects while ensuring accuracy and timeliness in a busy office environment.

Qualifications

• Proficiency in Microsoft Office and related office software.
• Minimum of 3 years of progressively responsible administrative experience.
• Ability to communicate clearly and provide excellent customer service.
• Strong organizational and multitasking abilities with attention to detail.

Responsabilités

• Greet visitors in person and on the phone; assist with questions and permit applications.
• Respond to citizen and contractor requests, concerns, and complaints.
• Monitor and order routine supplies and equipment for the department.
• Prepare correspondence, flyers, forms, reports, spreadsheets, and presentations.
• Assist with meeting planning logistics, including catering and printing documents.
• Take meeting notes or transcripts and assist in creating meeting minutes.

Connaissances

Microsoft Office

Data entry

Customer service

Administrative support

Formation

High school diploma or GED

Outils

Microsoft Outlook

Web RMS

Laserfiche

Tyler Munis

Permits software

Description du poste

***Starting Hiring Range: $44,657.60-54,705.56, annually***

Under direct supervision, this position is responsible for performing a variety of administrative and clerical tasks essential to the operation of the department.

• Provides administrative and clerical support to assigned department.
• Greets and assists visitors, in -person and on the phone, by answering questions, receiving permit applications, and finding requested information.
• Responds to citizen and contractor requests, concerns, and complaints.
• Monitors and orders routine supplies and equipment for the department or work unit.
• Produces correspondence, flyers, forms, reports, spreadsheets, presentations, and other related documents.
• Assists with projects by proofreading, copying, and collating.
• Sorts and distributes mail.
• Sends, receives, and delivers faxes, email, and other correspondence.
• Receives and reviews initial permit submittal to ensure sufficient information prior to sending it for review.
• Enters information into computer to prepare correspondence, bills, statements, receipts, checks, and permits by copying information from one record to another.
• Issues permits and collects permit fees.
• May take meeting notes and transcript into meeting minutes.
• Assists in the logistics of planning meetings and events, including catering and printing documents.
• Performs special assignments and research as requested.
• Performs all other duties as assigned.

High school diploma or GED equivalent is required.

Minimum of three (3) years progressively responsible administrative experience is required.

• Knowledge, skill, and ability to utilize telephone, fax machines, calculators, computers, and applicable software daily including, but not limited to Microsoft Office, Microsoft Outlook, Web RMS, Laserfiche, Tyler Munis, and permit related applications.
• A comprehensive, practice knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.
• Advanced ability to read a variety of materials and deal with system of real numbers, practice application of fractions, percentages, ratios/proportions, and measurement and to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
• Ability to follow instructions, safety practices, and perform work accurately and thoroughly which requires performing multiple tasks simultaneously under time pressures and deadlines.
• Advanced ability to learn and perform basic operational, technical, and office processes.
• Advanced ability to interact with people in a professional and congenial manner.
• Ability to regularly interact with others and exchange and receive information, providing effective and tactful customer service.
• Advanced skill level in data entry and preparing accurate reports.
• Ability to effectively maintain office calendar, write phone messages, correspondence, reports, time sheets, etc.
• Ability to establish and maintain effective working relationships.
• Advanced ability to communicate in a clear, effective, and concise manner, both orally and in writing.
• Ability to be punctual and attend work regularly.

Licenses & Certifications

Notary Public certification is preferred.

Work Environment

Works primarily in a climate-controlled office environment. Physical demands are primarily sedentary. Requires light lifting (up to 25 lbs.), sitting, walking, and standing. Work performed may cause fatigue of eyes and other faculties because of fairly continuous use of motor senses. Requires manual dexterity and visual acuity in the use of computers and phone.