Position: Administrative Assistant

Salary: Up to $43,736

Department: Infrastructure, Planning and Growth

Location: 227W. Jefferson Blvd 7th Floor

Status: Full Time

FLSA Status: Non-exempt

Description:

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. St. Joseph County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause undue hardship. Incumbent serves as Administrative Assistant for the Department of Infrastructure, Planning & Growth and is responsible for performing the duties as outlined below.

Essential Functions:

• Welcome and assist visitors, answer telephones/radios, screen and/or forward calls, provide information (e.g., address and departmental) to the public as requested, take messages, schedule appointments and update calendars.
• Perform administrative duties for boards, commissions, and committees, to include proof-reading and transcribing handwritten information, as needed.
• Maintain department databases including, but not limited to, Cartegraph and CivicGov.
• Obtain required information, such as name, address, and contact information from applicants, record data on prescribed forms, and assist individuals with form completion (e.g., permits).
• Evaluate information on permit applications to verify completeness and accuracy and to determine whether applicants comply with department policies and guidelines.
• Issue, copy, and file driveway and utility permits.
• Respond to questions and concerns, provide guidance to the public regarding policies, procedures, or regulations or refer them to the appropriate department personnel.
• Prepare and mail letters (including certified mail) and other correspondence including notification to property owners, other county departments, and interested parties as needed.
• Prepare meeting packets and assemble copies of petitions for members.
• Prepare appropriate rooms for meetings or hearings.
• Record, transcribe, and type minutes.
• Prepare correspondence regarding specific board/commission/committee decisions.
• Maintain board/commission/committee attendance records and term expirations.
• Generate/type correspondence and other related materials including but not limited to funding requests, approvals, project reports, surety/bond letters, etc. to County Commissioners, County Council, board and commission members, county departments and the public.
• Maintain files of current items needing approval at Commissioners’ agenda meetings and deliver to Commissioners’ secretary.
• Maintain department files (active & archives) using appropriate retention schedules and department policies.
• Enter service requests into department system.
• Receive payment and record receipts for services.
• Schedule space or equipment for special programs and prepare lists of participants.
• Ensure printers/copiers have necessary supplies to maintain working order
• Comply with federal, state and county policies, procedures, and regulations.
• Respond to questions and concerns, provide guidance to the public regarding policies, procedures, or regulations or refer them to the appropriate department personnel.
• Keep records of interactions/transactions with the public, recording details of inquiries, complaints, or comments, as well as actions taken and verify actions taken were appropriate to resolve each complaint. Refer unresolved grievances to designated departments for further investigation.
• Perform duties of other department staff in their absence or as needed.
• Perform related duties as assigned.

JOB REQUIREMENTS:

• High school diploma or GED. Four (4) years previous office experience preferred.
• Working knowledge of Internet browser and Office Suite (Word, Excel, Outlook) software.
• Ability to type with speed and accuracy and operate standard office equipment.
• Knowledgeable of principles and processes for providing customer service, including needs assessment, meeting quality standards for service, and evaluation of customer satisfaction.
• Ability to understand written sentences and paragraphs in work related documents.
• Ability to make basic arithmetic calculations.
• Ability to effectively communicate in writing, as appropriate for the needs of the audience, as well as verbally so others will understand. Communication can take place with co-workers, other county/city offices, County Council, County Commissioners, vendors, consultants, community groups, and the public and should incorporate sensitivity to professional ethics, gender, cultural diversities and disabilities.
• Ability to communicate information and ideas in speaking so others will understand.
• Ability to practice active listening which includes giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Ability to understand, memorize, retain and follow verbal and written instructions.
• Ability to file, post, mail materials and maintain accurate and organized records.
• Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.
• Ability to manage one’s own time and understand the negative impact on others should mismanagement occur.
• Ability to work alone with minimum supervision and with others in a team environment, often amidst frequent distractions and interruptions, and on several tasks at the same time.
• Ability to concentrate on a task over a period of time without being distracted, while also being able to shift back and forth between two or more activities when necessary.
• 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 occasionally work extended hours and/or evening hours, travel out of town for training/seminars, but not overnight.

RESPONSIBILITY:

Incumbent performs duties according to a flexible, customary routine with priorities primarily

determined by formal deadlines and service needs of the public. Assignments are guided by definite

objectives using a variety of methods or procedures, with incumbent referring to supervisor for unusual

matters, such as policy interpretations. On rare occasions, decisions are made in the absence of specific

policies and procedures, and/or guidance from supervisor. Work is primarily reviewed for adherence to

guidelines/instructions. Errors in work are usually detected or prevented through procedural safeguards

and prior instructions from supervisor.