Experience:
No experience
Employment Type:
Full time
Posted:
8/31/2017
Job Category:
Health Care Provider
Various City Job Openings
City of Aspen | Aspen, Colorado
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Job Description

City of Aspen Jobs Now Hiring
- Business Analyst I Sr. Environmental Health (EH) Specialist or EH Specialist - Camp Counselor I & II - Admin Assist II - APCHA Box Office Representative? Admin Assist II - Computer Development
Visit cityofaspen.com to apply and for application deadlines. EOE
City of Aspen Jobs Now Hiring
Business Analyst IWater Distribution Supervisor City ForesterSr. Environmental Health (EH) Specialist or EH SpecialistCamp Counselor I & II
Visit  to apply and for application deadlines. EOE

Job Title: Administrative Assistant II

Department: Community Development

Classification: Non-Exempt

Position Summary: Performs administrative, technical, and clerical duties in support of the Community Development Department.

Distinguishing Characteristics:  Standard/intermediate support office duties.  Detailed instructions are given during training period, work product is completed without close supervision or detailed instruction.

Supervision Exercised and Received:  Position works under the direct supervision of the Operations Manager. 

 

Essential Job Functions: 

Reception, Administration & Department Support

  • Under minimal supervision, performs all essential functions of the Administrative Assistant I. In addition this position performs a variety of higher level functions. Develops office forms and procedures. Improves and updates filing system. Updates the Department’s portion of City website. With some supervision, composes letters, reports, newsletters, and other documents. Creates spreadsheets. May create PowerPoint and other formal presentations. Schedules appointments and meetings for staff. Orders and distributes office supplies and maintains office equipment. Ensures efficient operation of the Community Development Department office area. Assists with the administrative operations of the Department, including property management, acquisition, and financial management activities, such as monthly invoicing. Prepares and orders printing requests for forms and documents; distributes printed materials as necessary.  Maintains supply of department handouts for customers.  Assists in getting the Community Development newsletter out: updating, formatting, and compiling. Receives & tracks customer complaints regarding plans examination and building inspection. Assists the Operations Manager’s monitoring and reporting on the Department’s Goals and Outcomes System. Performs other duties of a similar or related level as necessary or assigned. Performs other duties as assigned.

Permits, Inspections & Contractor Licensing

  • Processes and issues building and engineering permits and contractor licenses, and maintains Red Tag book. Collects and reconciles payments and fees received by customers. Receives, follows-up, and responds to customer complaints. Checks, processes, and completes Certificates of Occupancy, requesting additional information or corrections from customers and staff as required. Schedules, processes, and coordinates inspections.

Processing and Records Management

  • Manages departmental records and files, in both electronic and paper formats. Inputs data and maintains Community Development permit system. Runs various computer-generated reports, as needed. Maintains and scans plans and building files to archive in Laserfiche.

Customer Service

  • Assists customers with higher-level transactions: provides situation assessment; instructs customers on various processes and systems; directs customers to appropriate City Offices or Departments.

Finance

  • May perform routine bookkeeping tasks.
     

Core Competencies Displays the following key competencies in the overall job performance to include knowledge, skills and abilities:

  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures.
  • Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people.
  • Ability to communicate concisely and effectively through a variety of methods, such as email, written reports, and verbally.
  • Ability to effectively interact and communicate with individuals and/or groups of people.
  • Ability to identify problems and reviewing related information to develop and evaluate options and implement solutions.
  • Knowledge of principles and processes for providing satisfactory customer service and taking necessary steps to assist customers with their needs.
  • Ability to communicate clearly and professionally with internal and external customers.
  • Possesses interpersonal skills including understanding, friendliness, courtesy, tact, empathy, cooperation, concern, and politeness to others and relates well to different people from varied backgrounds and different situations.
  • Knowledge of relevant policies, procedures, and strategies to promote city safety operations.

Other duties as assigned.


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