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Job title: Community Development Administrative Assistant
Company: City of Ottawa
Job description: The Community Development Department is currently recruiting for an Administrative Assistant II. The Administrative Assistant performs administrative functions to support planning, zoning, building, and code enforcement activities in order to ensure staff members have essential paperwork needed to perform duties in the department.
Essential Job Functions
- Ensure proper filing and recordkeeping of official City records, including Planning Commission and Board of Zoning Appeals, by accurately entering and maintaining information in a timely manner consistent with standard office guidelines and State law.
- Financial tasks include: Collect and code invoices for department, and track budgetary expenses semi-monthly. Balance month-end reports and gather information for annual budget reports.
- Ensure that all correspondence and reports are processed for the Department in a highly efficient, timely, and accurate manner, including information for the City Commission.
- Provide customer service and respond to citizen inquiries, comments, or complaints.
- Perform routine clerical and administrative work, such as answering phones, receiving visitors, providing customer assistance, data processing, and bookkeeping.
- Administer the City’s Neighborhood Revitalization Program and as delegated other incentives programs.
- Responsible for Tyler System Energov management for the Department.
- Support other boards the department members staff with agendas and minutes.
- Maintain department policies and procedures.
Ancillary Job Functions
- Conduct surveys and analyze data for staff reports.
- Ensure compliance with all City ordinances and policies.
- Organize and coordinate department sponsored events.
- Comply with all City ordinances and policies, as well as federal and state laws and ordinances.
- Assist other departments and perform other related duties as assigned.
Education and Experience – An equivalent combination of education, training, and experience will be considered.
- High school diploma or equivalent, plus an associate degree or some college coursework in Office Administration.
- Minimum of five years of office administration experience.
- Must maintain a valid driver’s license.
Knowledge, Skills, and Abilities which may be representative, but not all-inclusive, of those commonly associated with this position.
- Effective verbal and written English communication skills.
- Knowledge of modern office technology, practices, and procedures.
- Provide expected services within expenditures and budgetary guidelines.
- Ability to operate personal computer and related software applications, including word processing, spreadsheets, digital presentation software, and database systems.
- Ability to deal with difficult citizens in a calm, patient and professional manner.
- Considerable knowledge of standard secretarial practices, business English usage, spelling, grammar, vocabulary, and arithmetic.
- Excellent data entry and typing skills.
- Ability to establish and maintain effective working relationships with other employees, City officials, businesses, and general public.
- Ability to effectively organize and prioritize work as well as concentrate on multiple tasks simultaneously.
- Ability to work under general supervision and make responsible decisions.
- Ability to use good judgment, think quickly, and rationally in difficult or stressful situations.
Work Environment – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.
- General office conditions. Exposed to moderate noise levels.
Physical Abilities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Must be able to sit for extended periods of time.
- Must be able to drive.
- Must be able to have repetitive wrist/hand/finger movement and manual dexterity.
- Must have clarity of vision, three-dimensional vision, and precise hand-eye coordination.
- Must be able to lift up to 25 pounds.
- Regular attendance is a necessary and essential function.
Range: Grade 10 – $18.79 to $27.24 per hour
Date Opened: June 10, 2021
Date Closed: July 5, 2021
Hours: 8:00 am – 5:00 pm, Monday – Friday. .
Residency: Regular, full-time employees are required to establish and maintain residency within driving distance of 35 miles of Ottawa City Hall within one year from hire.
E-Mail Confirmation: After your application has been received by the City of Ottawa, you will receive confirmation by e-mail. Please check your SPAM filter or JUNK Mail. If you have not received confirmation within 48 hours of submitting your application, please call 785-229-3634 to verify application has been received. For additional information, contact Human Resources at 785-229-3634 or e-mail .
The City of Ottawa conducts background checks and drug screening on all potential candidates.
Anyone with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at 785-229-3634 at least two days prior to a scheduled test or interview.
- The City of Ottawa is an Equal Employment Opportunity Employer.
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Expected salary: $18.79 – 27.24 per hour
Location: Ottawa, ON
Job date: Sat, 12 Jun 2021 03:28:06 GMT
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