Administrative Assistant-Building and Planning

City Of Wheeling • Wheeling, WV

389d

About The Position

The Administrative Assistant for the City of Wheeling's Building and Planning Department is responsible for performing specialized and confidential administrative tasks under the direction of the Department Director. This role involves managing departmental programs, maintaining confidential records, and serving as the first point of contact for the public regarding departmental services. The position requires independent judgment and decision-making within departmental regulations.

Requirements

• Associate's Degree in Secretarial, Administrative Assistant or related field.
• Two (2) years of progressively responsible administrative associate work.
• Knowledge of Planning & Zoning, Building Permit Requirements, and other services of the Department.

Nice To Haves

• Experience in public relations and knowledge of the rules and regulations of various City Commissions.
• Familiarity with West Virginia State Code and Wheeling City Code.

Responsibilities

• Administers programs and services for the assigned Department with minimal direction.
• Independently composes, types, and maintains letters, memoranda, reports, and files on behalf of the Department Director.
• Organizes and maintains highly confidential files/records for the office and verifies status on pending matters.
• Answers routine correspondence not needing management attention and refers more complex or sensitive issues to the Department Head.
• Receives and investigates complaints and problems, serving as the first contact with the public.
• Researches projects/material and prepares specialized reports.
• Schedules, prepares materials, and takes/transcribes minutes for meetings.
• Monitors and maintains budget and prepares payroll documents for bi-weekly submission.
• Answers and responds to inquiries on a multi-line telephone and maintains appointment schedules and travel itineraries.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree