City of Hot Springs City Hall Administrative Assistant
Building & Nuisance Focus
POSITION TITLE: City Hall Administrative Assistant
Employer: City of Hot Springs, 303 N. River Street Hot Springs, SD 57747
Area of Employment: 303 North River Street, Hot Springs, SD 57747
Work Hours/Days: Monday-Friday, 8:00AM–5:00PM and various Committee Meetings
CLASSIFICATION: Full-Time, Non-Exempt
Wage: DOEQ-$13.90-17.37/hr. TOS
IMMEDIATE SUPERVISOR: Finance Officer and Building/Code Inspector/Ordinance Enforcement Official
POSITIONS SUPERVISED: N/A
SUMMARY DESCRIPTION
Under general supervision, independently performs a full range of secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature in support of assigned programs, division, or department with only occasional instruction or assistance; exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative or technical detail; may serve as secretary to City Hall, City Council, various Department Heads; and acts as office receptionist.
ESSENTIAL DUTIES AND RESPONSIBILITIES
City Hall Focused Responsibilities
1. Plans and organizes work activities; recommends improvements in work flow, procedures and use of equipment and forms; implements improvements as approved; develops and revises office forms and report formats as required; organizes and maintains filing systems; maintains records related to specific area of assignment
2. Performs a wide variety of complex and responsible duties for assigned staff; relieves supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems
3. Performs a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; verifies, balances, and adjusts accounting records; may receive payments and collect fees
4. Verifies and reviews materials, applications, records, and reports for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of applications, records, and reports; provides information and forms to the public; collects and processes appropriate information
5. Serves as liaison between assigned office and other City staff, the general public, and outside agencies; provides information and assistance as appropriate; explains programs, policies, and activities
6. Screens office calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and office policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; sorts and distributes mail
7. As assigned, arranges and coordinates meetings for boards, commissions, and outside agencies; prepares agendas and correspondence as requested
8. Types, word processes, and proofreads a wide variety of reports, letters, memoranda, and correspondence; types from rough draft, verbal instruction, may independently compose correspondence related to assigned area of responsibility.
9. Utilizes various computer applications and software packages; develops, enters data, maintains, and generates reports from a database or network system; creates and administers mailing lists; designs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using Microsoft Word and Excel
10. Performs related duties as required
Building & Nuisance Focused
1. Provides administrative support to the Building & Code Official in the research, documentation, enforcement, and administration of City ordinances, building codes, zoning regulations, nuisance regulations, and other applicable laws and regulations.
2. Drafts nuisance notices, violation letters, compliance notices, correspondence, and other enforcement-related documents at the direction of the Building & Code Official.
3. Maintains accurate records of complaints, inspections, notices, enforcement actions, applications, permits, correspondence, and related documentation; tracks compliance deadlines and brings outstanding matters and required follow-up to the attention of the Building & Code Official.
4. Prepares agendas, meeting materials, notices, and minutes for the Historic Preservation Commission and Planning and Zoning Commission; attends assigned meetings to record proceedings, maintain attendance records, and provide administrative support.
5. Maintains working knowledge of applicable City ordinances, municipal code provisions, building and zoning regulations, records requirements, and administrative procedures necessary to perform assigned duties.
6. Maintains confidentiality of sensitive property, enforcement, legal, and personal information and communicates professionally and impartially with property owners, applicants, contractors, and members of the public.
7. Performs other related duties as assigned
PERIPHERAL DUTIES AND RESPONSIBILITIES
1. Attends and participates in staff meetings as required
2. Participates in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to assigned programs
WORK ENVIRONMENT AND PHYSICAL 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 essential functions.
Environment: Standard office setting. Exposure to dust from paperwork. Work environment is both formal and informal, team-and autonomy-oriented, having variable tasks, pace and pressure. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information. Vision/Hearing: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment. Hear in the normal audio range with or without correction.
MINIMUM QUALIFICATIONS
1. 18 years of age or older
2. High school diploma or equivalent
3. Valid driver’s license
OTHER DESIRED QUALIFICATIONS
1. two years of secretarial, clerical or administrative assistant experience
2. Ability to work with the public
3. Ability to communicate both verbally and in writing
4. Ability to create effective working relationships with employees and the public
Knowledge of:
1. Modern office procedures, methods, and equipment including computers
2. Computer applications including Microsoft Office Suite
3. Principles and practices of fiscal, statistical and administrative research and report preparation
4. Principles and procedures of record keeping
5. Principles of business letter writing and basic report preparation
6. Methods and techniques of public relations
7. Mathematical principles
8. English usage, spelling, grammar and punctuation
ABILITY TO:
1. Perform a full range of secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature involving the use of independent judgment and personal initiative
2. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities
3. Understand, interpret, and apply general and specific administrative and departmental policies and procedures
4. Effectively represent the City to outside individuals and agencies
5. Research, compile, analyze, and interpret data
6. Participate in the preparation of a variety of administrative and financial reports
7. Prepare correspondence and memoranda
8. Implement and maintain standard filing systems
9. Type at a speed necessary for successful job performance
10. Operate and use modern office equipment including a computer and various software packages
11. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person
12. Exercise good judgment in maintaining critical and sensitive information, records, and reports
13. Demonstrate an awareness and appreciation of the cultural diversity of the community
14. Communicate clearly and concisely, both orally and in writing
15. Establish and maintain effective working relationships with those contacted in the course of work
Application review process
Formal application required, resume with experience, education, qualifications recommended; possible interview and reference check; some job-related tests may be required.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Job Type: Full-time
Pay: $13.90 - $17.37 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
