Loading...
HomeMy WebLinkAbout2019-10-21-J01F Job Description_Admin Asst Dev SvcAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: October 21, 2019 AGENDA ITEM:Consideration of approval of a resolution approving a job description and pay grade [Administrative Assistant – Development Services] FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: Job description for an Administrative Assistant within the Waukee Development Services Department has been created at the represented pay grade of GS-3 FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: The Development Services Director and Human Resource Director recommend the approval of the job description and pay grade. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Proposed Resolution II. Job Description – Administrative Assistant – Development Services PREPARED BY:Michelle Lindsay REVIEWED BY: J1F THE CITY OF WAUKEE, IOWA RESOLUTION 19- APPROVING JOB DESCRIPTION AND PAY GRADE [ADMINISTRATIVE ASSISTANT – DEVELOPMENT SERVICES, DEVELOPMENT SERVICES DEPARTMENT] IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, the Development Services Director proposes the creation of a represented, part- time, Administrative Assistant – Development Services position; AND, WHEREAS, the addition of the part time position of Administrative Assistant – Development Services was approved by the City Administrator and Finance Director; AND, WHEREAS, the pay grade for the position shall be GS-3; AND, WHEREAS, the Development Services Director and Human Resource Director recommend establishing the position and approving the job description and pay grade. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee, Iowa on this 21st day of October, 2019, that it hereby approves the job description and pay grade for Administrative Assistant – Development Services, Development Services Department. ____________________________ William F. Peard, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Anna Bergman R. Charles Bottenberg Courtney Clarke Shelly Hughes Larry R. Lyon Administrative Assistant – Development Services Page 1 Council Approved 10-21-2019 City of Waukee JOB DESCRIPTION Job Title: Administrative Assistant Reports to: Department Director Dept/Div: Development Services Direct Reports: None Union Status: Represented-CWA FLSA Status: Non-Exempt Pay Grade: GS-3 JOB PURPOSE: Provides frontline customer service to members of the public visiting Development Services and administrative support to department staff and Director. ESSENTIAL FUNCTIONS: (Order of Essential Functions does not indicate importance of functions.) 1. Provides exceptional customer service in-person, over the phone and via email to property owners, builders and contractors regarding permit applications, rental inspections, forms and timeliness. 2. Screens and directs incoming telephone calls and walk-in visitors, answering questions in known subject matters, resolving minor customer complaints and forwarding other issues to appropriate staff member. 3. Monitors workflow and maintains files related to the rental inspection program: inspection schedules, issuance of permits and inspection reports, through planning and permitting software. 4. Provides forms, applications, brochures, pamphlets and related materials to the public as requested. 5. Performs clerical duties and projects as requested by the Development Services Director or his/her designee. 6. Types and prepares a variety of correspondence, memorandums, reports, and other documents, from general instruction using standard office software. 7. Maintains an accurate and efficient filing system for the Development Services department. Monitors and purges files in accordance with applicable legal regulations and the City’s retention schedule. 8. Sorts and routes incoming departmental mail and prepares outgoing mail. Orders and distribute office supplies. 9. Performs other duties or assumes other responsibilities as apparent or assigned. SUCCESS FACTORS: 1. Able to take action in solving problems while exhibiting judgment and a systematic approach to decision making. 2. Able to effectively communicate orally (in person and over the telephone) and in writing (using electronic devices and handwritten) in English with other employees, vendors and the community. 3. Ability to establish and maintain positive, processional working relationships with co-workers and supervisors. 4. Ability to work with the public in a friendly tactful manner. 5. Ability to use common Microsoft Office programs, such as Word, Excel and email. 6. Ability to master planning and permitting software and processes for data entry, retrieval, routing and reporting. 7. Display willingness to listen and learn. 8. Show initiative to seek other work upon completion of a task. 9. Safeguards confidential information and uses it or discloses it only as expressly authorized or specifically required in the course of performing specific job duties. 10. Understand and internalize the importance of seeking resolution to problems and concerns by bringing them to the direct attention of the supervisor in a timely manner. 11. Demonstrate sound time-management skills by effectively or efficiently organizing, prioritizing, and completing multiple assignments in a timely manner. 12. Attentive to the City’s standards for customer service, accuracy, quality, efficiency and all City policies and procedures. Administrative Assistant – Development Services Page 2 Council Approved 10-21-2019 QUALIFICATIONS: 1. High School diploma or General Education Degree (GED). Associate’s degree or certificate in a related field from an accredited college, university ort technical school preferred. 2. Two years related work experience. 3. Proficient in Microsoft Office Suite and data base management. 4. Experience in public sector or development area preferred. PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is regularly required to sit, stand and move about the office; use hands and fingers to handle or feel objects, tools or controls; and reach with hands and arms. The employee is required to speak, hear and see in order to share information, receive instructions, type and complete tasks using a computer. The employee must occasionally lift and/or move up to 25 pounds. WORKING CONDITIONS: The normal work environment is a modern, climate-controlled office building, with moderate levels of noise generated by conversations, phones and other office equipment. I have read and understand the information contained in the Job Description. I understand that this Job Description is not intended and should not be construed as an exhaustive list of all the responsibilities, skills, efforts, or working conditions associated with this job. Also, while this list is intended to be an accurate reflection of the current job, the Employer reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed as directed by the Employer. I understand that I may be required to work overtime, different shifts or hours, outside the normally defined workday or work week. I also understand that this job description does not constitute a contract of employment nor alter my status as an at-will employee. I have the right to terminate any employment at any time and for any reason and the Employer has a similar right. Signature Date The City of Waukee is an Equal Opportunity Employer. In compliance with Americans with Disabilities Act Amendments Act, the City will provide reasonable accommodations to qualified individuals with disabilities, and encourages prospective employees and job incumbents to discuss potential accommodations with the Employer.