JOB POSTING: Administrative Assistant

Principal Function

The Administrative Assistant is responsible for providing administrative support to employees within the department and with assisting the public and contractors with permitting, licensing, and occupancy permits/registrations within the City of Hammond, and all other duties as assigned.

Essential Duties and Responsibilities

Duties include, but are not limited to:

1. Provides administrative support to employees within the Inspections Department, as requested.
2. Answers the phones and fields questions from the public regarding permitting, licensing, and other code compliance issues, or forwards calls and inquiries to other Inspections Department employees.
3. Assists the public either when they are at the permit window, or via email by researching and responding to their needs, or forwards to the appropriate Inspections Department employee.
4. Completes record requests, or follow-up on requests, as needed.
5. Issues building, electrical, HVAC, and plumbing permits.
6. Types and files correspondence and reports for the building, electrical, HVAC, and plumbing inspections for all Inspection Department employees and Office Manager, as needed.
7. Opens and distributes all mail coming into the department and signs for deliveries, as needed.
8. Inputs inspection results and other data into the software system and runs reports as required, or as requested by Inspections Department employees.
9. Processes and issues new contractor, renewal and temporary licenses.
10. Processes and issues rental occupancy permits/registrations.
11. Records and releases all cut and clean liens, as needed.
12. Issues board up invoices to property owners, records all unpaid fees as liens, and releases all paid liens.
13. Publishes all demolition notices to bidders, creates demolition bid packets, and issues demolition bid award letters to the Board of Public Works & Safety.
14. Creates and maintains all demolition contracts and maintains all demolition inspection records and related documents.
15. Runs reports as requested by the Controller’s Office with regards to the processing of permits, licenses, and occupancy permits/registrations.
16. Counts the cash drawer at the end of each day, reconciles the report, and takes the money to the Controller’s Office for deposit.
17. Maintains petty cash and issues reimbursements and tax exemptions, as needed.
18. Enters data into the software programs and runs monthly and quarterly reports on various topics for the Inspections Department, as assigned.
19. Maintains the inventory of all supplies and orders supplies and materials, as needed.
20. Processes all invoices for payment with the Controller’s Office, as needed.
21. Maintains all office equipment and requests maintenance assistance, as needed.
22. Performs the duties of the other Administrative Assistants, the Administrative Support Assistant, and the Office Manager during their absence.
23. Communicates with and between all city offices/departments, and the Chief of Inspections, and Office Manager, as needed.
24. Attends all meetings, conferences, training sessions, etc., as required by the City of Hammond and the department.

Competencies

To perform this job successfully, all employees at the City of Hammond should demonstrate the following competencies:    

• Attendance/Punctuality – Is consistently at work on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Public Service – Responds to requests for service and assistance; Manages difficult or emotional situations focusing on listening without interrupting and keeping one’s emotions under control; Solicits feedback to improve service.
• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views and is willing to try new things; Gives and welcomes feedback from team members; Contributes to building a positive team spirit; Puts success of team above own interests; Builds morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
• Oral and Written Communication – Speaks clearly and persuasively in positive and negative situations; Listens and gets clarification; Responds well to questions verbally and in a written format; Writes clearly and informatively and edits work for spelling and grammar; Reads and interprets written information; Presents numerical data effectively, as required by the job.
• Organizational Support – Follows policies and procedures; Completes the essential duties and responsibilities of the job correctly and on time; Maintains confidentiality and meets commitments, as required; Supports affirmative action and respects diversity; Participates in meetings; Supports the municipality’s goals and values; Represents the municipality in a positive manner when engaged in outside activities.

Job–related Competencies

To perform this job successfully, employees in this job should demonstrate the following competencies:

• Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays or unexpected events.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the organization. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Education and/or Experience

High school diploma or general education degree (GED); or two years related experience and/or training; or equivalent combination of education and experience. Previous administrative/clerical experience is required. Previous administrative/clerical experience in a municipal or government-related job is desired.

Other Skills and Abilities

The following skills and abilities are either required or desired.

• Computer software skills required include: Microsoft Outlook, Word, Excel, and PowerPoint.
• The ability to learn department and municipality-specific software within a reasonable timeframe is required.
• A working knowledge of administrative policies, procedures, standards and work methods is required.
• A working knowledge of, or the ability to learn city ordinances, resolutions, and codes is required.
• A working knowledge of record keeping, report writing, and filing is required.
• The knowledge of basic mathematical skills is required.
• A basic understanding of accounting principles and practices and report writing, while paying close attention to detail is required.
• A working knowledge of purchasing and financial management processes and procedures is required.
• A comprehensive knowledge of the licensing process with regards to contractors, is required.
• A comprehensive knowledge of the building permitting process is required.
• Familiarity with government agencies, consultants, contractors, and vendors associated with the Inspections Department to include the Building and Code Enforcement Departments is required.
• A basic knowledge of all municipal operations within the City of Hammond is required.
• A basic understanding of City of Hammond policies and procedures as they relate to the Inspections Department to include the Building and Code Enforcement Departments is required.
• A basic knowledge of Inspections Department to include the Building and Code Enforcement Departments policies, procedures, standards, internal controls, and work methods is required.
• The ability to maintain and cultivate positive relationship with the public, vendors and other city offices/departments is required.
• The ability to make sound and rational decisions including exercising independent judgment within established protocols and guidelines is required.
• The ability to multi-task and work in a fast paced environment while providing exceptional customer service is required.
• The ability to recognize confidential information and to keep that information confidential as required by state statutes and internal office processes, procedures, and guidelines is required.
• The ability to operate a computer, printer, copy machine, scanner, fax machine, and other office equipment is required.
• The ability to use transcription equipment and transcribe dictation in an efficient and timely manner, is desired.
• The ability to speak, read and write in English is required. Spanish is desired.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is regularly required to sit; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand; and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance; and taste or smell. The employee is occasionally required to move up to 25 pounds and may use a cart, dolly, or other assistive device.

Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three–dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is frequently exposed to working near mechanical parts and electrical shock when working with office equipment. The employee is occasionally exposed to outdoor weather conditions when traveling outside of the office. The noise level in the work environment is usually quiet to moderate.

The Inspections Department is open from 8:00 a.m. to 4:30 p.m., Monday through Friday, and this job may require work beyond these hours and on the weekends and on holidays, as needed. The employee may be required to drive City of Hammond vehicles or their own vehicle to run errands for the department. Thus, a valid driver’s license may be required and the employee must be able to be insured by the city.