Position: Administrative Assistant
Department: Infrastructure & Development
Job Category: COMOT
Reports To: City Planner or Department Head
SALARY: $27,158.40-$30,176.00 Annually
FLSA Status: Non-exempt
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The City of Richmond provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete application process or perform essential functions of the job, unless accommodation would cause an undue hardship.
Serves as Administrative Assistant and is responsible for assisting in and coordinating all support services for the Department.
Answers telephone,determines nature of call, and routes caller to appropriate destination.
Assists callers and office visitors to find a resolution to problems and schedules inspections.
Assists with Planning Commission, Board of Zoning Appeals, Redevelopment Commission, the Richmond Redevelopment Authority meetings by sending public notices, legal advertisements, and agendas, calling members, verifying attendance, preparing packets to send to members, setting up meeting rooms, performing duties of legal secretary during monthly evening meetings, maintaining all files and book for commissions, and collecting money and issuing receipts for petitions.
Coordinates scheduling between contractors,inspectors, and members of the general public. Dispatches information via phone and email to update inspectors regarding changes in schedules, emergency situations, and information requests.
Compiles and updates standard operating procedures manual of departmental office duties and responsibilities.
Issues permits, collects fees, and reviews site plans for compliance with zoning ordinance with regard to set backs. Balances cash drawer, turns in all collected funds, and maintains cash receipts record on a daily basis.
Types correspondence and memos for Department Head, City Planner, Building Commissioner, and other Department staff as needed.
Maintains various department records and files, including personnel, bookkeeping, budget,
Permits, state releases, blue prints, and correspondence.
Maintains inventory of office supplies and forms for the department.
Coordinates permit process with other departments, including police, engineering, sanitation, fire, and health departments to verify that all requirements have been addressed prior to issuing the permit.
Prepares monthly and annual reports, including delivery to appropriate agencies in a timely manner.
Performs related duties as assigned
JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or GED equivalent. Possession of or ability to obtain possession of a Notary Public license.
Working knowledge of appropriate City, State, and Federal Codes, including the City Zoning Code and various licensing/permit requirements and the ability to apply such knowledge in appropriate situations.
Ability to type with speed and accuracy and working knowledge of and the ability to operate standard office equipment, including calculator/adding machine, computer, keyboard,telephone, copy machine, fax machine, and various computer software programs such as word processing, spreadsheet, database, and permit programs.
Ability to read and comprehend blueprints and flood maps.
Knowledge of and the ability to apply standard bookkeeping techniques and procedures, including ability to make arithmetic calculations.
Ability to work alone with minimum supervision and with others in a team environment, often under time pressure.
Ability to communicate effectively communicate orally and in writing co-workers, outside agencies, and members of the general public, including being sensitive to ethics,gender, cultural diversities, and disabilities.
Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.
Ability to comply with all employer and department policies and work rules, including but not limited to attendance, safety, drug-free workplace, and personal conduct.
Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.
Incumbent requires only general supervision while working toward departmental objectives. Adheres to broad departmental policies and refers specific matters to supervisor only when interpretation of those policies is deemed necessary.
Errors, such as failure to comply with regulatory requirements, can be serious and are usually not subject to direct verification. Losses can have a direct financial impact on department, such as the cost of damaged equipment, loss of money, and loss of time for correction. Errors can result in exposure to moderate financial liability to the department and can adversely affect relationships throughout the department or small groups within the community.
PERSONAL WORK RELATIONSHIPS
Incumbent requires regular contact with co-workers, outside agencies, and members of the general public for the purpose of seeking and supplying information. Tact and discretion must be used to obtain cooperation. Incumbent is often the first contact for new businesses wanting information on the area.
Incumbent works in a normal office environment, performing mostly sedentary work. Exerts up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Work involves sitting most of the time.