Administrative Assistant

DescriptionPrincipal Function: The Administrative Assistant for the Development Services Department is responsible for maintaining department files, preparing daily deposits, answering telephone inquiries, scheduling inspections, greeting and working with customers, reviewing permit applications and maintaining office supplies. Essential Duties and Responsibilities: Duties include, but are not limited to: • Providing clerical/administrative support to the Development Services Department. • Scheduling appointments, meetings, conferences and other related events. • Communicate with staff, residents, and stakeholders regarding activities, inquiries, and issues. • Collecting information on a variety of projects, performing data entry, providing copies. • Preparing and maintaining department inventory, records and reports as assigned. • Process purchase orders, invoices, claims, deposits, and related financial documentation. • Serves as a primary customer service contact by greeting the public, answering questions, and directing inquiries to appropriate staff. • Serves as a liaison between department leadership, Town administration, boards/commissions, and the public. • Assist with research, data gathering, and preparation of reports to support planning and departmental initiatives. • Supports the development, implementation, and review of policies, procedures, standards, and ordinances. • Prepare correspondence, agendas, notices, and other official documents. • Coordinate meeting and agenda materials for boards, commissions, and committees. • Responsible for preparing daily deposits, work orders, and mails various letters. • Assist with processing and recording payments including permits, tap fees, impact fees, and case related fees. • Create and maintain project and case files for building permits, Plan Commission, and Board of Zoning Appeals. • Assist with issuance of permits, Certificates of Occupancy, and Certificates of Completion. • Assist with bond tracking and compliance documentation. • Maintain records to support compliance with applicable Stormwater regulations. • Perform other duties as assigned by the Development Services Director or his/her designee. RequirementsQualifications: To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the Town of Brownsburg. The requirements below represent the required knowledge, skills, and/or abilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. Education and/or Experience: An Associate's Degree in Business Administration or related field. 2 Years of Customer Service experience is required. Previous experience working in municipal government is preferred. Knowledge, Skills, and Abilities:Ability to make practical application of standard bookkeeping principles, including making simple arithmetic calculations, and preparing invoices and purchase orders. Ability to read and interpret building plans and specifications. Ability to work on several tasks at the same time and complete assignments effectively amidst frequent distractions and interruptions. Ability to successfully manage change. Knowledge of computers with advanced experience in Microsoft Office, Word, Outlook, and Excel. Ability to maintain strict confidentiality regarding Town issues. Thorough knowledge of and ability to make practical application of OSHA safety policies and procedures, ability to ensure proper operation, and maintenance of department equipment. Ability to coordinate and effectively communicate orally and in writing, including the ability to listen to co-workers, Building Commissioner, Director of Development Services, Town Manager, Assistant Town Manager, Town Council, other Town Departments, other municipalities, contractors, vendors, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities. A genuine commitment to quality on behalf of the Town while building a culture committed to excellence is mandatory. Ability to regularly work extended hours, occasionally work evening and/or weekend hours, and occasionally travel out of town for training/seminars, sometimes overnight. Must have a safe work record with good ethics and dependable attendance record. Must have and maintain a verifiable Indiana Driver's License, a demonstrated safe driving record, and must remain insurable through the Town's liability insurance carrier. Physical Demands: The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently will stand, walk, lift, and/or move up to 25 pounds without an assistive device (greater weights may be required using an assistive device). The employee occasionally will climb, balance, stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus). Work Environment: The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. This job operates primarily in the general community with moderate safety/health hazard potential. The noise level in the work environment is usually moderate to loud. However, job duties will require employees to perform skilled labor with high safety/health hazard potential. While the role follows a work schedule of 7:30 a.m. to 4:30 p.m., Monday through Friday, this job may require work beyond these hours, including nights, weekends, holidays, and on-call status.

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