Code Compliance Administrative Assistant
Position Summary
The Code Compliance Administrative Assistant provides administrative and clerical support to the Code Compliance Department. This position is responsible for processing and maintaining Code Compliance cases developed by Code Compliance Officers, conducting property and ownership research, preparing correspondence and reports, and accurately maintaining case records in the department’s computer systems.
The ideal candidate is highly organized, detail-oriented, dependable, and able to work quickly and efficiently while managing multiple tasks and deadlines. This position requires someone who can prioritize daily assignments, stay focused in a fast-paced environment, and complete a high volume of work accurately and on time. The ability to recognize details, follow established procedures, research information independently, and transition between different tasks throughout the day is essential.
The position requires frequent use of computers, internet research, Microsoft Office applications, and department databases, as well as communication with property owners, members of the public, municipal officials, Code Compliance Officers, and other employees.
Essential Duties and Responsibilities
- Provide clerical and administrative support to the Code Compliance Department.
- Process, organize, and maintain Code Compliance cases developed by Code Compliance Officers.
- Enter and maintain accurate information regarding violations, inspections, notices, correspondence, and case histories in the department’s computer system.
- Research property information using online resources, Google, appraisal district records, GIS/mapping systems, and other available sources.
- Locate properties and verify property addresses, ownership information, and other relevant property records.
- Generate, prepare, type, proofread, and distribute correspondence, notices, reports, spreadsheets, and other department documents.
- Research records and case histories to determine compliance status and identify outstanding requirements.
- Maintain accurate electronic and written files and ensure documentation is properly organized and readily accessible.
- Review information for accuracy, completeness, and consistency and identify missing or conflicting information.
- Process a high volume of daily assignments while maintaining accuracy and attention to detail.
- Prioritize and organize work to ensure daily tasks, deadlines, and department requirements are completed timely.
- Communicate information to supervisors, coworkers, municipal officials, and the public by telephone, email, in writing, and in person.
- Assist Code Compliance Officers with administrative follow-up, documentation, inspections, reinspections, and case processing as needed.
- Use independent judgment and available information to determine appropriate next steps in processing records and cases in accordance with established procedures.
- Maintain confidentiality and exercise discretion when handling property, ownership, municipal, and case-related information.
- Stay current with department procedures, computer systems, and applicable laws, regulations, and standards.
- Prepare reports and summaries and assist with recommendations based on researched information.
- Assist with community events, special functions, meetings, and other activities coordinated by the department or municipality.
- Perform other duties and special projects as assigned by the supervisor or department head.
Required Skills and Abilities
The successful candidate should be able to:
- Work quickly and efficiently while maintaining a high level of accuracy.
- Manage multiple assignments at the same time and effectively prioritize competing deadlines.
- Pay close attention to detail and identify errors, missing information, and inconsistencies.
- Organize a large amount of information and maintain accurate records.
- Follow established procedures and complete assignments independently with minimal supervision.
- Research information using the internet, Google, appraisal records, mapping systems, and other databases.
- Learn and effectively use computer programs, databases, and department-specific software.
- Demonstrate strong written and verbal communication skills.
- Provide professional and courteous customer service and maintain effective working relationships with the public, municipal officials, coworkers, and supervisors.
- Be a good listener and communicator.
- Handle frequent interruptions and changing priorities while remaining productive and organized.
- Exercise sound judgment when reviewing information and determining appropriate action within established procedures.
- Meet daily productivity expectations and consistently complete assigned work.
- Maintain a professional attitude and work effectively as part of a team.
Computer Skills
- Proficiency with Microsoft Office applications, including Word and Excel.
- Comfortable using email, internet browsers, Google, online databases, and other research tools.
- Ability to learn new software, case-management systems, mapping/GIS programs, and department-specific applications.
Work Style
This position is best suited for someone who is:
- Detail-oriented but also able to work at a fast pace.
- A strong multitasker who can move between assignments without losing focus.
- Organized and able to manage a daily workload with minimal supervision.
- Comfortable working with repetitive tasks while maintaining accuracy.
- Proactive and willing to research and find answers rather than waiting for direction.
- Reliable and committed to completing daily assignments and meeting deadlines.
- Comfortable working in a busy environment where priorities may change throughout the day.
- Professional, dependable, and able to work well with others.
The ability to balance speed, productivity, organization, and accuracy is a key requirement of this position.
Pay: $15.00 - $17.00 per hour
Benefits:
Work Location: In person
