Engineering, Zoning & Permits - Administrative Secretary in Madisonville, Kentucky at City of Madisonville

TITLE: ADMINISTRATIVE SECRETARY

PURPOSE OF CLASSIFICATION:

The purpose of this classification is to provide administrative and clerical office support for an assigned department. Employees in this classification prepare and process a variety of reports, forms, and correspondence; assist in tracking departmental and project budget and expenses; assist the public and contractors with obtaining required permits; order supplies and materials; and file and maintain departmental records including engineer plans, specifications, and permit records.

ESSENTIAL FUNCTIONS:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Must obtain basic knowledge of Zoning Ordinance to assist the public with their questions.
• Answers the telephone; receives visitors; answers inquiries from the public and other City departments; assist the public when applying for building permits as well as any other permits required by the Engineering and Zoning Office.
• Communicate with contractors, design professionals, other city departments as well as the general public concerning active and past projects, deed and easement research.
• Types and prepares correspondence, charts, forms, reports, studies, evaluations, or other materials; takes and transcribes dictation; prepares reports required by department, City, State and Federal agencies. Maintains records of various kinds for work done by the department.
• Track finances including receiving invoices, quotes, bids, and estimates for projects as well as prepares bills to be paid; collect money for permits; and assist with annual fiscal budgeting process.
• Files office correspondence and other records; maintains schedules and calendars; makes appointments; processes incoming and outgoing mail.
• Maintains inventory of supplies; orders or requisitions supplies as needed; inputs and updates purchase orders.
• May schedule inspections and meetings; attends meetings.
• Assist Zoning Administrator with special projects/meetings
• Operates one or more of the following: a personal computer, adding machine, calculator, copier, facsimile machine, telephone, or other equipment as necessary to complete essential functions, to include the use of ArcGIS, Filemaker Pro, Microsoft Word, Excel, or other system software.
• May maintain petty cash and ledger.

ADDITIONAL FUNCTIONS:

Maintains cleanliness and order of work environment.

MINIMUM QUALIFICATIONS:

High school diploma or GED; one year of experience in administrative and clerical work; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.