Administrative Specialist I

STARTING PAY: $16.20 - $21.56 per hour.

SUMMARY

Under the general supervision of the Building Official/Deputy Building Official, this position serves as an Administrative Specialist supporting the Department’s Senior Management Team. The role performs a wide range of complex administrative functions, including managing special projects, coordinating meetings, and organizing training activities. Responsibilities include assisting with timekeeping, maintaining personnel records, and handling confidential and sensitive information. The position requires the exercise of independent judgment to effectively plan, prioritize, and manage a diverse workload while consistently maintaining a high level of professionalism.

ESSENTIAL RESPONSIBILITIES

·        Consistently provides excellent customer service in person, email and via telephone.

·        Assists the Building Official and Deputy Building Official.

·        Assists with special projects, reports and files and other administrative tasks as assigned.

·        Organizes and prioritizes work and meeting critical deadlines.

·        Performs clerical functions for the Construction Advisory and Appeals Commission (CAAC).

·        Performs timekeeping duties and handles department personnel files.

·        Prepares statistical reports.

·        Manages yearly Manufactured Home/RV park applications, inspections and licensing.

·        Prepares correspondence, assists with office visitors and handles phone calls. 

·        Coordinates the Working Without a Permit (WWOP) violation process.

·        Performs general supervisory tasks of WWOP Permit Technician and other personnel as assigned.

·        Create and maintains strong working relationships with multiple departments and outside organizations.

·        Assists in creating and maintaining operating procedures manuals and forms.

·        Liaison with the Office of Innovation and Engagement for website updates and other projects. 

·        Assists in research and preparation of open records requests as required.

·        Assists in preparing training and public information material, explains complex laws, codes, regulations, and ordinances.

·        Able to read and interpret maps, plans, and specifications.

·        Reviews and approves invoices (payment vouchers), cashiering duties as required.

·        Provide City Secretary with Certificate of Occupancy information regarding alcohol licensing.

·        Coordinates and manages departmental social events, including the organization of special-occasion cards and celebrations.

·        Other job duties as assigned.

MINIMUM REQUIREMENTS

•        High school diploma or equivalent required.

•        Must be able to obtain the Permit Tech Certification within 1 year of employment.

•        A minimum of two years of increasingly responsible administrative duties with office management/

Supervisory experience is required.

KNOWLEDGE, SKILLS, AND ABILITIES

·        Must have excellent customer service skills.

·        Must display excellent communication skills.

·        Must be able to interact with other employees and the public to resolve problems.

·        Must be able to deal with stressful situations, meet multiple deadlines and have the ability to multi-task.

·        Proficient in the use of a personal computer, multi-line telephone and office-related software.

·        Basic skills for word-processing, database management, spreadsheets and graphic presentations required.

·        Must have good mathematical skills for statistical reporting and be able to analyze information.

·        Must be able to research information contained in books, software or on the internet.

·        Must have good reading skills for comprehension and speed.

·        Must have good writing skills for structure and content.

ADA PROFILE

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of this position. While performing the duties of this Job, the employee is regularly required to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.  The employee must also balance, climb, crawl, crouch, walk, stand, kneel, stoop, sit, hear, feel, finger, grasp, handle, reach, pull, push, speak, see, and talk. Also requires the ability to make rational decisions and perform repetitive motions.

SUPERVISORY/MANAGERIAL RESPONSIBILITY:

Supervises 1 WWOP/Permit Technician.

WORK ENVIRONMENT

This standard schedule for this position is 8:00 a.m. to 5:00 p.m. M-F is a comfortable, climate-controlled office. Employees in this position work in a fast-paced environment which requires the ability to adapt to change and respond positively to shifting priorities, needs and goals.  

The City of Amarillo is an Equal Opportunity employer and encourages applications from eligible and qualified persons regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability, genetic information or protected veteran status, in compliance with applicable federal, state and local law.

The City of Amarillo provides reasonable accommodations to applicants with disabilities on a case by case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resources Office at 806-378-4294.

The City of Amarillo is an Equal Opportunity employer and encourages applications from eligible and qualified persons regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability, genetic information or protected veteran status, in compliance with applicable federal, state and local law.

The City of Amarillo provides reasonable accommodations to applicants with disabilities on a case by case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resources Office at 806-378-4294.