COFWA
Located in Fort Wayne, IN
Pay: 20.00
Job Full Description
Administrative Assistant – Development Services
Summary:
Express Employment is seeking a highly organized and detail-oriented Administrative Assistant to join our Development Services team. In this role, you will provide critical support to the team by facilitating and coordinating activities related to inspection, permitting, and plan review processes. This position requires strong administrative skills, excellent communication, and the ability to manage multiple priorities in a fast-paced environment.
Position Overview:
The ideal candidate will have a background in administrative support, office management, or permitting operations. Proficiency with Microsoft Office 365, document management systems, and database tools is essential. This role involves direct interaction with customers, stakeholders, and government agencies, and requires professionalism, patience, and strong organizational skills.
Key Responsibilities:
Inspection and Permitting Support:
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Handle a high volume of inbound calls and provide accurate information to customers and partners.
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Process and document all department-related fees, including preparing reimbursements and refunds.
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Maintain and update departmental files, records, and databases related to inspections, permits, and developer contracts.
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Process service account requests and create service orders for water, sewer, and other utilities.
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Enter and manage data for tap locations, service requests, and asset management systems.
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Prepare and deliver daily financial reports and ensure accurate reconciliation of collected fees.
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Assist with loan documentation and closings, including preparing legal documents and updating records.
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Support the development and revision of operational processes, workflows, and instructional materials.
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Scan, upload, and index final program documents into digital systems.
Plan Review Assistance:
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Support the review of plans and permit applications to ensure compliance with local, state, and federal regulations.
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Assist with processing petitions, encroachment agreements, and developer project documentation.
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Conduct research on existing utility systems, easements, and records as requested.
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Prepare documentation and responses for new project applications and developer inquiries.
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Investigate complaints related to developer projects and assist with follow-up actions.
Customer Engagement & Outreach:
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Assist with identifying potential new customers and preparing communication materials.
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Coordinate and support property owner meetings, including planning logistics and assisting with presentations.
Document Conversion and Records Management:
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Manage the organization, scanning, and conversion of historical documents into digital formats.
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Assist with electronic records indexing, filing system organization, and off-site storage preparation.
Qualifications:
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Proficiency in Microsoft Office 365 (Word, Excel, Outlook, SharePoint, Teams, OneDrive).
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Experience with document scanning, indexing, and electronic records management.
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Familiarity with administrative and office processes.
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Proficiency with Adobe Acrobat Pro for document merging and finalization.
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Strong spreadsheet management skills, including formula creation and replication.
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Exceptional multitasking abilities, attention to detail, and accuracy.
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Excellent communication and customer service skills.
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Strong comprehension of complex documents and processes.
Compensation & Schedule:
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Starting pay: $20.00 per hour. Pay increases may be available based on performance and tenure.
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Full-time, 40 hours per week, Monday–Friday, 7:30 AM – 4:30 PM.
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Occasional Saturday work (3–4 hours) may be required with prior approval.
Additional Details:
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Business casual dress code (jeans permitted on Fridays if free from rips or holes).
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Lunch break: 11:00 AM – 12:00 PM (subject to change based on coverage needs).
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Parking is not included with this position; candidates should secure parking arrangements independently.
#3417IN
Fort Wayne, IN
3417
4705 Illinois Road
Suite 101
Fort Wayne, IN 46804
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