You are viewing a preview of this job. Log in or register to view more details about this job.

Administrative Specialist - Community Development

City of Clive
Email

POSITION

Administrative Specialist

 

FLSA CLASSIFICATION

Non-Exempt

 

FACILITY AND WORK AREA

City of Clive 

Office Buildings

 

JOB SUMMARY

Under general limited supervision of a department director or their designee, performs various specialized administrative, technical office, or clerical duties. Work requires coordination and implementation of assigned activities and special projects, independent judgment, problem-solving, and the ability to establish and maintain effective working relationships, both external and internal, with the City organization. The job entails receptionist duties, processing accounts payable/receivable, billing, word processing, spreadsheet, database work, or other department-specific administrative duties. Performs other duties as required.

 

JOB FUNCTIONS

Examples of Essential Job Functions:

  • Performs data entry, word processing, proofreading, filing, and other clerical duties as directed; reviews information for completeness and prepares reports.
  • Instruct residents moving into or within the City of procedures necessary to obtain various services; communicates necessary service order instructions to the appropriate department.
  • Accountable for financial processes and reports within the department.
  • Maintains adequate office supplies in accordance with the purchasing policy.
  • Performs duties pertaining to confidential data and information.
  • Organizes and maintains filing systems in electronic and paper format; maintains records related to specific assignment areas.
  • Performs specialized duties by department functions, including directly assisting professional and technical staff members and Department Directors.
  • Compiles information into monthly and annual statistical and other reports.
  • Keeps supervisor and others fully and accurately informed concerning work progress, including present and potential work challenges and suggestions for new or improved ways of addressing such challenges.
  • Assists in locating information for supervisors, department directors, other employees, consultants, and the public as necessary.
  • Makes copies of and prepares newsletters, drafts of letters, memorandums, presentations, press releases, resolutions, ordinances, contracts, requests for proposals, administrative policies, forms, and contracts as assigned.
  • Communicates and coordinates regularly with others to maximize the effectiveness and efficiency of interdepartmental operations and activities.
  • Assists individuals in the office waiting for interviews, appointments, information, licenses, permits, and notarization; provides direct assistance or directs inquiries to the correct department or person.
  • Develops content and updates department website and social media feeds.
  • Regular attendance is essential for this position.

Other Job Duties:

  • Assists other City departments as directed.
  • Assists other team members as necessary for successful department outcomes.
  • Seeks to find process improvements within their areas of responsibility.
  • Performs other duties as apparent or assigned.

 

PHYSICAL AND ENVIRONMENTAL CHARACTERISTICS

Required Physical Activities: 

Sitting, Kneeling, Reaching, Finger dexterity, Talking, Hearing, Repetitive Motions.

Physical Characteristics of the Job: 

Light work exerting up to twenty (20) pounds of force occasionally and/or up to ten (10) pounds of force frequently. Required walking or standing to a significant degree; or requires sitting most of the time but entails pushing and/or pulling of arm or leg controls.

Environmental Characteristics: 

The work is performed primarily in an office environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and significant work pace pressure and at times irregular work hours; may occasionally perform outside activities such as running errands, etc.

Equipment and materials used: 

Computer hardware and software, computer network, general office equipment, calculator, Code of Iowa, City of Clive Code of Ordinances, telephone, mobile devices, postage machine, fax machine, photocopier, car/light pickup.

 

EMPLOYMENT STANDARDS 

Required Knowledge, Skills, and Abilities:

  • Ability to think logically and follow written, verbal or diagrammatic instructions using several abstract or concrete variables.
  • Ability to perform arithmetic calculations involving fractions, decimals, and percentages.
  • Ability to make appointments and process mail, ability to compose original correspondence, some knowledge of legal terminology, and substantial contact with people.
  • Considerable knowledge of modern office procedures and practices; ability to operate computer hardware and software in an efficient and effective manner.
  • Ability to establish and maintain an effective working relationship with superiors, co-workers, and the public; ability to handle various social situations.
  • Ability to comprehend and implement departmental policies, routines, and standard operating procedures; ability to address issues involving confidential information.
  • Knowledge of the municipal organization, its functions, and the relationships within the municipal government and with other levels of government.
  • Ability to organize and prioritize schedules and expedite assignments in a timely fashion.
  • Ability to perform all job duties safely and in accordance with applicable rules, guidelines, policies, and training.
  • Ability to think and act independently within a specific set of standards.
  • Ability to coordinate and communicate with all impacted parties, both internal and external.
  • Ability to conduct special assignments within a specific department.

 

EDUCATION, TRAINING, AND EXPERIENCE

Required Education:

High school diploma or equivalent GED/HiSET.

Preferred Education:

Associate’s degree majoring in business, public administration, office management, or other related field.

Required Experience:

At least five years of detailed orientated and similar related experience.

Preferred Experience:

Seven to ten years of progressive responsibility and related experience.

Required Qualifications:

  • Shall be bondable.
  • Possess or be able to obtain a valid Iowa driver's license and have a good driving record for the past three years.
  • Shall be available for off-hour emergencies and/or work assignments.

 

APPENDIX TO:               Administrative Specialist

DEPARTMENT:               Community Development

REPORTS TO:                 Community Development Director

 

Additional Essential Job Functions

  • Answers a variety of calls and emails, research answers to questions in subject matters that are not known, listens to and resolves customer complaints and coordinates inquiries with appropriate personnel. 
  • Communication and coordination with permit applicants to assist them in submitting complete and accurate submittals
  • Performs point of service over-the-counter plan checking of minor permit types, calculates fees and issues permits.
  • Communication and coordination on the issuance of complex permits, reviews case files for final completion and issues Certificates of Occupancy upon approval.
  • Processes, issues and maintain records associated with the Rental Housing program.
  • Schedules a wide variety of meetings and inspections including coordinating schedules with multiple staff.
  • Completes a variety of reports, letters, charts, maps and exhibits by operating a computer and entering data into various programs.
  • Organizes, structures and maintains paper-based and electronic file systems.
  • Prepares invoices, monitors payments and sends follow up notices on past due accounts.
  • Acts as recording secretary for the Planning and Zoning Commission, Building Codes of Appeals Board and Board of Adjustment as directed.  Prepares meeting notices, packets and minutes for each board.

Other Job Duties

  • Assists supervisor with monitoring the current budget and preparing future budgets

Additional Equipment and Materials Used

Large format plotter, large format scanner, digital photographic/video equipment, permit software, electronic archiving software and geographic mapping software

Additional Required Special Qualifications

  • Notary Public designation from the State of Iowa
  • Certification by the International Code Council (ICC) as a Permit Technician within 24 months of hire. 

The City of Clive retains the authority to change the job duties included in this job description at any time.  The list of duties is not exhaustive, and various requirements are subject to possible modification as a reasonable accommodation for a qualified individual.