Administrative Assistant Job West Springfield area,Massachusetts USA,Administrative/Clerical

Position: ADMINISTRATIVE ASSISTANT

The employee performs administrative, clerical services in support of the operation of the Building Department. Employee is required to perform all similar or related duties.

Types, files and maintains correspondence and application files pertaining to the department.

May assist in preparation of departmental budget.

Screens all incoming telephone calls and visitors; responds to inquiries and complaints and handles routine matters while directing unusual matters to supervisor or appropriate authority.

Work involves frequent public contact to obtain or to furnish information requiring tact and working knowledge of departmental policies, rules and regulations.

Collects and records fees for different building codes; tracks and records department employee leave records.

Schedules inspections for department inspectors.

Submits required monthly reports; takes complaints violations of the building code, Town ordinances, Zoning Ordinances and Licensing issues; answers questions on permitting procedures; researches records; tracks court documents and court dates for inspectors; tracks State required public safety inspections.

Maintains sufficient inventory of all office supplies and equipment.

Serves as receptionist.

Coordinates information with other departments which deal closely with the Building Department such as conservation, planning, DPW and accounting.

Performs payroll duties for the department.

Education and Experience

High School Diploma or equivalent with one to three (1-3) years related work experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

Special Requirements

None

Knowledge, Abilities and Skill

Knowledge of business English, spelling and arithmetic; common policies, practices and procedures of the department and office operations; laws and regulations pertinent to position functions.

Abilities:
Ability to interact effectively and appropriately with the public and other personnel, perform multiple tasks and maintain confidential information; ability to type with speed and accuracy.

Skills:

Proficient computer skills including the Internet and web-based applications and GIS, mathematical skills, recordkeeping, keyboarding, and clerical skills, written and oral communication skills.

Physical and Mental Requirements

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 position’s essential functions.

Physical Demands

Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment, and computer paper.

Motor Skills

Duties may involve assignments requiring application of hand and eye coordination with finger dexterity and motor coordination. Examples include the operation of a personal computer keyboard or the filing of papers.

Visual Demands

Visual demands require the employee to constantly read documents for general understanding and analytical purposes.

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