Community Development Administrative Assistant

This is a responsible position with extensive public contact. Work is of moderate difficulty in nature. The administrative assistant will work closely with Community Development staff to assist residents, contractors, and vendors to coordinate lawn maintenance, monitor unmaintained properties, and support efforts that protect public health and safety. Work is performed under the direction of the Assistant Community Development Director. This is a temporary position to be evaluated for extension at the completion of 6 months. Serve as a point of contact for residents regarding code and property maintenance concerns to gather initial information. Provide clear information to residents and business owners about property maintenance requirements, timelines, and follow-up steps. Document resident inquiries and update property records as needed. Monitor reports of overgrown lawns or unmaintained properties. Schedule mowing services as needed with approved vendors or contractors. Track completion of services and ensure work aligns with department standards. Assist code compliance and permitting by communicating scheduling needs, property details, and expectations to contractors. Assist code compliance inspectors with required mailings, and preparation of violation notices and follow-up documentation. Maintain a roster of approved vendors and assist with basic procurement documentation (e.g., quotes, service confirmations). Verify that contracted services have been completed and report any issues to supervisors. Assist with documenting property conditions that may pose safety or sanitation concerns. Coordinate follow-up actions when overgrown properties may contribute to rodent activity or create other public health risks. Help maintain records and reports related to health and safety compliance. Prepare and file reports, correspondence, and maintenance logs. Maintain digital and paper records for property maintenance activities and other tasks as necessary. Support Community Development staff and other departments with lien filings, feel collection and recording, data entry, scheduling, and general office tasks. These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. Must be eighteen years of age or older. Graduation from high school or a GED certificate. At least one (1) year of professional office experience. An equivalent combination of education, training, and experience. Mustbeabletoprovideexcellentcustomerserviceskillsandreceivethepublicwithconsiderablepoise, tact, patience and courtesy. SkillintheuseoftheCity'scomputersoftwaresystemsandotherequipmentutilizedfor daily tasks. Knowledge of MS Word, Excel and other commonly used office computer programs. Mustbeabletoreceiveandtransmitaccuratemessagesfromin-personconversations,telephonecalls and voice mail messages. Ability to effectively cope and tactfully handle difficult situations in person, via telephone, or email. Ability to understand City ordinances and regulations, procedures and functions of the assigned area. Ability to perform basic mathematical calculations, collect and record payments. Ability to maintain effective working relationships with employees, businesses, contractors and the general public. Ability to maintain, organize and retrieve records using a variety of source materials. Ability to understand and follow oral or written instructions Ability to perform varied technical and clerical operations promptly and accurately. Ability to work independently and to carry out assignments to completion with minimum supervision. Abilitytoadheretoprescribedroutinesandpracticestoensurethoroughprocessingandrecordingof all activities required of the position. Ability to maintain various records required of the Department. Ability to comply with work schedules and maintain satisfactory attendance. Knowledge of office practices and procedures, business English, spelling, receipting, and filing.