Senior Administrative Assistant - Building Inspections

City of Midlothian•Tx 76065, TX

About The Position

Under direct supervision, the Senior Administrative Assistant performs a variety of administrative and clerical tasks essential to the operation of the Building Inspections department. The role provides customer service to visitors, citizens, and contractors; supports permit intake and issuance; prepares and manages department documents and correspondence; and assists with office operations, meetings, projects, and research.

Requirements

High school diploma or GED equivalent.
At least three years of progressively responsible administrative experience.
Ability to use telephones, fax machines, calculators, computers, and applicable software, including Microsoft Office, Microsoft Outlook, Web RMS, Laserfiche, Tyler Munis, and permit-related applications.
Knowledge of a technical field and ability to apply analytical judgment and decision-making appropriate to the work environment.
Ability to read varied materials; work with real numbers, fractions, percentages, ratios, proportions, and measurements; and write reports, business letters, expositions, and summaries using proper format, punctuation, spelling, and grammar.
Ability to follow instructions and safety practices and perform work accurately and thoroughly while handling multiple tasks under time pressures and deadlines.
Ability to learn and perform basic operational, technical, and office processes.
Ability to interact professionally and congenially, exchange and receive information, and provide effective, tactful customer service.
Advanced skill in data entry and preparing accurate reports.
Ability to maintain an office calendar and prepare phone messages, correspondence, reports, time sheets, and similar materials.
Ability to establish and maintain effective working relationships.
Ability to communicate clearly, effectively, and concisely, orally and in writing.
Ability to be punctual and attend work regularly.

Nice To Haves

Notary Public certification.

Responsibilities

Provide administrative and clerical support to the assigned department.
Greet and assist visitors in person and by phone, answer questions, receive permit applications, and locate requested information.
Respond to citizen and contractor requests, concerns, and complaints.
Monitor and order routine supplies and equipment for the department or work unit.
Produce correspondence, flyers, forms, reports, spreadsheets, presentations, and other related documents.
Assist with projects by proofreading, copying, and collating materials.
Sort and distribute mail; send, receive, and deliver faxes, email, and other correspondence.
Receive and review initial permit submittals for sufficient information before sending them for review.
Enter information into computer systems to prepare correspondence, bills, statements, receipts, checks, and permits by transferring information between records.
Issue permits and collect permit fees.
Take meeting notes and transcribe them into meeting minutes as needed.
Assist with planning logistics for meetings and events, including catering and document printing.
Perform special assignments and research as requested.
Perform other duties as assigned.