C245
Located in Texarkana, AR
Pay: $15/hr, doe
Job Full Description
Position: Administrative Assistant (Front Desk)
Location: Texarkana, AR
Hours: M-F, 8am - 5pm
Pay: $15/hour, doe ($16-17/hr once perm)
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.
Texarkana, AR
1125
4323 Jefferson Avenue
Texarkana, AR 71854
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