Administrative Assistant 2
3 days ago
Atlanta
Job Description Job Summary: The Administrative Assistant II provides comprehensive administrative support to the City’s Building Division and Land Development Division. This position supports management, staff, and the public by responding to a wide range of needs in a timely, professional, and customer-focused manner. The role requires sound judgment, strong organizational skills, and the ability to manage multiple priorities. Responsibilities include various tasks that may include a variety of clerical and administrative activities, maintaining files and records, assisting customers with permit-related inquiries, supporting departmental operations, and providing backup support to the Administrative Team as needed. The Administrative Assistant II works closely with the Building Official/Building Manager, Land Development Manager, and the Executive Assistant. Essential Functions: General Responsibilities • Demonstrates an overall understanding of the construction permitting process., • Provides excellent customer service., • Works effectively both independently and in a team-oriented environment., • Demonstrates excellent organizational, verbal, and interpersonal skills., • Manage time effectively to meet deadlines and handle multiple priorities., • Exhibit excellent conflict management skills with patience, empathy, and professionalism. Administrative and Operational Support • Performs a wide variety of administrative and office support duties for the Building Division and Land Development Division., • Provides direct administrative assistance to both division managers, including screening and responding to calls in a timely manner., • Coordinates professional licensure, certification, continuing education, and training events for staff as needed., • Processes Open Records Requests in accordance with regulatory timelines in coordination with the City Clerk’s Office., • Serves as the primary point of contact for the inspection line., • Contacts utility providers to coordinate new utility connections., • Coordinate, organize, and schedule meetings with internal staff, other City departments, the public, and external agencies., • Maintains calendars of activities, meetings, and events for departmental staff., • Maintains various forms, records, reports, files, databases, spreadsheets, and logs to support the internal workflow for the department following established systems and protocols., • Receives and screens visitors, phone calls, and emails correspondence., • Makes, tracks, and reconciles departmental purchases as requested., • Coordinates staff travel arrangements and prepares related expense reports; ensures accurate and timely submission of required documentation to the Finance Department., • Prepares meeting agendas and/or meeting minutes as assigned., • Host the Development Meetings upon request., • Assist with the Build Sandy Springs seminars, including tracking attendees, ordering and managing food and refreshments, setting up venues, and supporting overall seminar coordination., • Provide general administrative support to the department as requested., • Supports the Administrative Team as needed., • Highschool Diploma or GED required; may substitute education with additional experience, • 2–5 years of administrative or clerical experience, • Prior experience in a similar office environment (government, corporate, education, etc.), • Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships., • Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations., • Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions., • Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information., • Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs., • Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives., • Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in critical and/or unexpected situations involving moderate risk to the organization. ADA Compliance: • Physical Ability: Tasks require the ability to exert medium physical effort in light to medium work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials up to 20 pounds. Tasks may involve balancing, bending, climbing, crouching, handling, kneeling, reaching, repetitive motion, stooping, walking, and extended periods of time at a keyboard or workstation. Some work is done on a slippery surface., • Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally., • Environmental Factors: Essential functions are regularly performed with exposure to adverse environmental conditions. Requires the ability to work in a cold outdoor environment.