CD Building Inspection -Administrative Assistant III

City of Independence, MO • Independence, MO

29d • Onsite

About The Position

The City of Independence is seeking a highly skilled, detail-oriented, and motivated individual to join our Community Development Department as an Administrative Assistant III. This position plays a key administrative and organizational role in supporting the Development Services, Building Inspections, and Regulated Industries Divisions. Essential Functions The Administrative Assistant III may perform a combination of some or all of the following responsibilities and duties, and perform related duties as assigned. Key Responsibilities Include: Prepare and distribute Planning Commission and/or Board of Adjustment meeting packets. Draft and finalize meeting minutes, and post official public notices in compliance with city guidelines. Support the Building Inspections Division by coordinating demolition bids-requesting proposals, preparing bid tabulations, and processing requisitions. Assist in managing the Vacant Structure Program, including compiling and maintaining monthly activity reports. Process and enter Liquor License applications, Special Event permits, and Catering Permits into the CityWorks system for routing to appropriate departments for review. Coordinate and facilitate liquor violation hearings, including preparing documentation for suspensions and related actions. Provide support for various administrative tasks across other divisions, such as processing refund requests and reconciling procurement card transactions. Compose and format correspondence, reports, and other documents requiring specialized formatting-either under general direction or independently. Serve as a point of contact for internal staff and members of the public, both in person and via telephone, delivering excellent customer service. This position offers a unique opportunity to contribute to a dynamic team while supporting important community initiatives. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple priorities efficiently in a fast-paced environment

Requirements

• High school diploma or GED
• Three to four years of progressively responsible administrative experience which includes some experience interacting with high level officials and managers
• Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
• Must have a valid driver's license.
• Must be able to complete NIMS training within six months of hire.
• Knowledge of office administrative practices and procedures such as business letter writing and operation of standard office equipment.
• Knowledge of computer usage and applications related to the work (including Microsoft office suite).
• Knowledge of record keeping, report preparation, filing methods, and records management techniques.
• Knowledge of basic principles of accounting, budget, and finance.
• Skilled in communicating clearly and effectively with others, both orally and in writing.
• Skilled in using tact, discretion, initiative, and independent judgment within established guidelines.
• Skilled in organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.
• Skilled in maintaining records of financial transactions and activities.
• Ability to learn, adapt to, and document changing conditions in a concise and effective manner in a team environment.

Responsibilities

• Prepare and distribute Planning Commission and/or Board of Adjustment meeting packets.
• Draft and finalize meeting minutes, and post official public notices in compliance with city guidelines.
• Support the Building Inspections Division by coordinating demolition bids-requesting proposals, preparing bid tabulations, and processing requisitions.
• Assist in managing the Vacant Structure Program, including compiling and maintaining monthly activity reports.
• Process and enter Liquor License applications, Special Event permits, and Catering Permits into the CityWorks system for routing to appropriate departments for review.
• Coordinate and facilitate liquor violation hearings, including preparing documentation for suspensions and related actions.
• Provide support for various administrative tasks across other divisions, such as processing refund requests and reconciling procurement card transactions.
• Compose and format correspondence, reports, and other documents requiring specialized formatting-either under general direction or independently.
• Serve as a point of contact for internal staff and members of the public, both in person and via telephone, delivering excellent customer service.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: High school or GED