Location: Wheeling,WV, USA
Job Details
Job Location: City of Wheeling - WHEELING, WV
Salary Range: Undisclosed
Description
ADMINISTRATIVE ASSISTANT
Definition: Under general direction of the Director of Building and Planning performs highly responsible, specialized and confidential administrative tasks.
Essential Functions: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.)
Tasks:
General: Administers programs and services for assigned Department with minimal direction. Independently composes, types, and maintains letters, memoranda, reports, and files on behalf of the Department Director. Organizes and maintains highly confidential files/records for the office and verifies status on pending matters. Answers routine correspondence not needing management attention and refers more complex or sensitive issues to the Department Head. Receives and investigates complaints and problems. Serves as first contact with the public and utilizes independent judgment on sensitive matter to successfully conciliate. Research projects/material and prepares specialized reports. Schedules, prepares materials, and takes/transcribes minutes for meetings. Monitors and maintains budget. Prepares payroll documents and submits bi-weekly payroll. Answers and responds to inquiries on a multi-line telephone. Maintains appointment schedules and travel itineraries. Performs other duties as assigned.
Duties specific to Building and Planning: Serves as first line of contact for customers seeking departmental services and programs. Must have working knowledge of Planning & Zoning, Building Permit Requirements and other services of the Department. Makes independent decisions within Departmental regulations regarding zone regulations, processing of right-of-way abandonments, issuing of permits and calculations of fees.
Knowledge, Skills, and Other Characteristics:
* Knowledge of the principles, practices, and methods of public relations.
* Knowledge of the rules and regulations of various City Commissions.
* Knowledge of the pertinent West Virginia State Code and Wheeling City Code.
* Knowledge of respective departmental programs and services.
* Knowledge of the functions of the City's department/divisions.
* Skill in understanding and interpreting complex laws, regulations, policies, procedures and guidelines.
* Skill in listening well and communicating effectively with employees and members of the public having varying education, socioeconomic status, and values.
* Skill in planning, scheduling, and implementing a multi-phase project involving other participants.
* Skill in ensuring that information is properly identified and/or accurately reported.
* Skill in identifying and maintaining the confidentiality of sensitive and important information while using diplomacy and tact
* Skill in setting priorities to meet established as well as changing deadlines.
* Skill in working within a fast-paced work environment.
* Skill in taking and transcribing dictation and/or meeting minutes at a speed necessary for successful job performance.
* Skill in using initiative and judgment in working independently while recognizing matters which require the supervisor's awareness.
Materials and Equipment
WV State Code Wheeling City Code Wheeling City Charter Departmental Budget City Policy Documents Computer
Standard office equipment Departmental Policies and Procedures Applicable Federal and State Regulations
Mental and Physical Abilities: Mental work efforts require providing administrative assistance involving attention to detail, complex, confidential and highly sensitive information, which may have an impact on the City. Physical requirements include the ability to sit for long periods of time, visual acuity, eye/hand coordination and moving light (0-25 lbs) of materials short distances.
Working Conditions: Work involves a normal office environment.
Qualifications
Qualifications: Associate's Degree in Secretarial, Administrative Assistant or related field and two (2) years of progressively responsible administrative associate work. An equivalent combination of education and experience may be substituted for the above qualifications.
FLSA Status: Non-exempt
Starting Hourly Rate: $19.58