Senior Administrative Assistant

Performs intermediate skilled administrative support work providing administrative support to department staff, receiving, and processing incoming calls and visitors, preparing, and maintaining detailed and/or confidential records and files, preparing reports, and related work as apparent or assigned. This position is designated as essential during emergency or disaster situations. Work is performed with limited supervision from the Planning and Inspections Director.

Essential Job Functions 

• Serves as welcoming, helpful point of contact for external and internal department customers. 
• Supports the department through administrative functions including greeting and helping visitors, answering and routing calls, responding to inquiries, and working with department staff to ensure inquiries are followed up on. 
• Prepares and maintains a variety of office files, accounts, and other records. 
• Assists with department budget administration process, including serving as liaison with Finance Department to support purchasing, travel, training, and other purchase requests. 
• Assists with receipt and posting of revenues related to department operations. 
• Assists with department fleet vehicle maintenance scheduling and coordination. 
• Composes, letters, brochures, flyers, announcements, etc.; proofreads and edits outgoing public information. 
• Purchases, distributes, and maintains inventory of general office supplies. 
• Receives, sorts, processes, and distributes incoming and outgoing mail for the department. 
• Operates a variety of standard office equipment. 
• Regularly demonstrates the Town’s core values of respect, engagement, supportive work environment, communication, and service excellence. Supports others in doing the same. 
• Performs other duties as assigned. 

• Associates/Technical degree with coursework in business administration, administrative support, or related field, and considerable (3-5 years) experience in administrative support and office operations. 
• Experience working with software systems, preferably within a municipal building inspections department, or the equivalent combination of education and experience. 
• Possession of an appropriate driver's license valid in the State of North Carolina. 

Knowledge, Skills, and Abilities

• Thorough knowledge of the organization and functions of the department and of general administrative policies and practices. 
• Thorough knowledge of standard office practices, procedures, equipment, and office support techniques. 
• Thorough knowledge of software systems and ability to quickly learn the use of the Town’s software systems. 
• Ability to communicate well verbally and in writing. Ability to read, understand and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents. 
• Ability to keep office records and to prepare accurate reports from file sources. 
• Ability to perform and organize work independently. 
• Ability to operate standard office and computer equipment including ability to operate specialized software. 
• Ability to establish and maintain effective working relationships with associates, internal and external customers, other agencies, and the public. 

Physical Requirements

This work requires the frequent exertion of up to 10 pounds of force and occasional exertion of up to 25 pounds of force; work regularly requires speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires sitting and reaching with hands and arms and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating motor vehicles or equipment and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic). 

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned to meet the ongoing needs of the organization. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.