Administrative Assistant I, II, or III

POSITION SUMMARY:

Under the supervision of the Community Development Executive Assistant, responsible for assisting with a variety of clerical and administrative duties to facilitate the coordination of all matters pertaining to the Community Development department. Additionally, assists with a combination of answering telephones, typing, word processing, office machine operation, and filing.

SUPERVISION EXERCISED:

• None

ESSENTIAL FUNCTIONS:

• Assists the public by answering general questions concerning development applications, planning submittals, business licenses, code enforcement, building permits and inspections, geologic review agreements, and administrative procedures and policies.


• Monitors the departments permitting system for new payments and new submittals, and distributes documents to the assigned parties for review, and generates reports as needed and requested.


• Acts as a back up to the building division with scheduling inspections and responding to email.


• Directs all phone calls to appropriate personnel.


• Compiles, copies, sorts, and files records of office activities, business transactions, and other activities.


• Operates office machines, such as photocopiers and scanners, voice mail systems and personal computers.


• Helps to process records requests per the Utah Government Records Access and Management Act. (GRAMA)


• Schedules meetings as needed.


• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

• Education – High school diploma or G.E.D.
  
  
  
  • Administrative Assistant II – One year of higher education.
  
  
  • Administrative Assistant III – Associate degree or combination of education and experience.
  
  
  
  


• Experience – Proficiency in Microsoft Office Suite and other office software. One year clerical or related experience.
  
  
  
  • Administrative Assistant II – Two years administrative or related experience or one year working at Draper City.
  
  
  • Administrative Assistant III – Five years administrative or related experience, or four years working at Draper City.
  
  
  
  


• Licenses and Certifications – Valid Utah Driver License.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of –
  
  
  
  • Basic clerical, recordkeeping and financial skills
  
  
  
  


• Skilled with –
  
  
  
  • Excellent customer service orientation
  
  
  • Proficiency in word processing, spreadsheets, and presentation software
  
  
  
  


• Ability to –
  
  
  
  • Follow city policy and practices, establish priorities, and accomplish duties in a timely manner
  
  
  • Correspond effectively verbally and in writing
  
  
  • Work independently with minimal supervision and interdependently amongst a team
  
  
  • Project a professional image when serving the public and respond to complaints with a high level of courtesy
  
  
  • Communicate effectively with the public under potentially adverse circumstances and to work well with supervisors, co-workers and employees in other departments.
  
  
  • Obtain information from individuals, residents, etc.
  
  
  
  

WORKING CONDITIONS AND PHYSICAL DEMANDS:

Typical office setting with comfortable climate controls. Tasks require a variety of physical activities such as walking, standing, stooping, bending, sitting, reaching, talking, hearing and seeing. Common eye, hand, and finger dexterity required for most essential functions. Mental application utilizes memory for details, verbal instructions, emotional stability and discriminating thinking and creative problem solving. Occasionally lifts or otherwise moves objects weighing up to 20 pounds. This position has exposure to stressful situations. Work is often performed under deadlines and time constraints. May drive a motor vehicle.

Draper City is an equal opportunity employer without regard to race, color, religion, sex, national origin, disability, age, pregnancy, genetic information, sexual orientation, gender identity, citizenship, and veteran or military status.

The intent of this job description is to provide a representative summary of the major responsibilities and duties performed on the job. It is not intended to be an exhaustive list of all job-related tasks and duties that an employee may perform. An employee in this position will be required to perform any other job-related duties required by their supervisor. This job description is not intended to and does not infer or create any employment, compensation, or contract rights to any person or persons. This updated job description supersedes prior descriptions for the same position. Management reserves the right to add or change duties at any time.

COMPENSATION AND BENEFITS:

• Monday to Friday 8 a.m. to 5 p.m., on site


• Salary Range: (Starting wage is dependent on experience.)
  
  
  
  • Administrative Assistant I – $17.45 – $29.11 per hour
  
  
  • Administrative Assistant II – $19.19 - $32.02 per hour
  
  
  • Administrative Assistant III – $21.11 - $35.22 per hour
  
  
  
  


• Health insurance (Traditional or HDHP with employer HSA contribution up to $3,300 per benefit year) effective DOH or Medical Cash Out


• Gym and Wellness Incentive Program Reimbursement


• 401(k) up to 3.5% match effective DOH


• Enrollment in Utah Retirement System (URS)


• Employer paid Life Insurance of 100K


• Paid vacation and sick leave


• Paid parental leave


• 13 holidays


• Tuition Reimbursement eligibility after completion of new hire probation


• Accessible via TRAX (City Hall is across the street from Draper Town Center stop on the blue line)