Administrative Assistant II | Building Contractors Association of Southwestern Idaho | Boise, Nampa, Caldwell, Idaho | Treasure Valley
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Administrative Assistant II

Job Title:             Administrative Assistant II (Building)

Department:      Community Development

Reports To:         Building Official

Open Date:         February 3, 2022

Close Date:         Open Until Filled: First Review, February 18, 2022

Hiring Salary:     $16.52 – $21.11 per hour, DOE

Salary Range:    $16.52 – 24.78 per hour, DOE


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Job Summary:

Primarily responsible for providing a wide array of high-level administrative functions, as well as routine clerical functions for Building Services, Plan Review and Building Inspection Sections. Provides back-up and cross-training for other Administrative Assistant positions within the department. This position has responsibility in performing research, correspondence, public relations, processing purchase orders, tracking budgetary expenditures and management of Department files and databases, as well as records retention.  This class of employee is afforded autonomy and discretion and works under the general supervision of the Building Official.


Essential Duties & Responsibilities:

Performs executive-level assistance to the Department for correspondence, personnel items, budget, and presentation materials and may serve as advisor and confidant to the Director and/or CD Division Managers, Building Official and Supervisors;

May prepare virtual and in person meeting agendas, take notes and distribute meeting minutes for Director and/or CD Division Managers, Building Official and Supervisors;

Serves as a primary Department Designated Interview Representative with direct responsibilities for Building; including scheduling candidate interviews and preparing and auditing interview packets for HR retention;

Processes monthly invoices and credit card transactions, according to all policies and procedures established either internally, or by the Finance Department;

Responsible for overseeing all Department office supplies inventory;

Handles sensitive and delicate public relations situations and personnel issues with a high degree of confidentiality and in a courteous, professional, and timely manner;

Tracks and monitors certifications, license requirements, training, and various project documentation as needed for Department staff, and maintains subscriptions to organizations pertinent to Community Development as directed by Building Official, Director or Division Manager;

Serves as Departmental Travel Coordinator;

Shares responsibility for keeping Department communications and Building website information is current and correct;

May serve as the Department’s Activities & Events Coordinator;

Assists Director, Division Managers and Building Official in the preparation of presentation content and materials through the use of graphs/spreadsheets, Power Point, Internet and printed materials;

Performs mathematical computations using spreadsheet applications to complete budget and general analysis assignments;

Schedules Department vehicles for maintenance, registration, etc., and maintains all fleet records for the Building Section;

Answer multi-line telephone and routes calls appropriately using excellent communication and telephone skills;

Assists Building Official with project valuations and legal correspondence;

May assist with electronic software and electronic documents of the Building submittals;

May assist Permit Technicians from time to time during times of coverage need;

Utilizes Microsoft Office programs including Word, Excel, PowerPoint, and various other software;

Prioritizes and organizes own work, to meet deadlines;

May conduct pre-screen and intake duties for projects of varying complexity to verify completeness of permit applications and construction documents to accept projects into the review system for review by the plan review section and other departments and divisions;

Occasionally may require assisting with and attending Department sponsored special events or activities, sometimes after hours;

Works independently and under the direction of immediate supervisor;

Performs other duties as assigned or needed.


Job Specifications:

High school diploma or equivalent required, some college education and/or administrative training;

Minimum of three (3) years office/clerical support experience, or any combination of experience or training which provides the knowledge, skills, and abilities to perform the work required; (demonstrated by work and educational history)

Demonstrated experience working with multiple software programs to include Microsoft Office (Word, Excel, Power Point, Publisher, Visio) accounting, databases, and other software programs;

Prior experience working in a Building department, public works, engineering, utility or building trade environment is desired.


Knowledge, Skills & Abilities:

Ability to accurately account and track budgetary expenditures of the Department and produce monthly reports reflecting such;

Ability to perform data entry and word processing at a proficient level using Microsoft Office software;

Must have strong, professional written and oral communication skills, technical writing skills, and the ability to communicate effectively with customers, vendors, and the public in face-to-face meetings, one-on-one meetings, in group settings and on the telephone;

Ability to operate office equipment, i.e., computer, calculator, copier, and fax and postage machines, as well as multi-functional and networking devices;

Knowledge of mathematics, sufficient to add, subtract, multiply and divide manually or by machine;

Ability to communicate and deal with the public, citizens, and co-workers in a professional, empathetic, and positive manner;

Must have exceptional organizational skills and the ability to effectively establish priorities and complete multiple, competing, and time-dependent projects with superior attention to detail;

Ability to regularly plan, set up, and attend Departmental meetings, functions, and events, sometimes after hours;

Ability to greet walk in customers who want to meet with the Director or other CD Division Managers and Building Official with or without an appointment, and to relay information about the customer and their needs or wants;

Ability to work effectively with frequent interruptions in a team environment and work cooperatively as a team player;

Must have unquestionable integrity in the performance of assigned tasks;

Must have a positive “can do” attitude;

Ability to provide exceptional customer service and outstanding professionalism;

Must be willing to work in a fast-paced and demanding environment and display an attitude of cooperation with the ability to work professionally and effectively with others;

Must be tactful, discrete, and diplomatic as well as be assertive, resilient, have problem solving ability, and take orders/direction;

Must have excellent skills in using the Internet/Intranet to collect and disseminate information;

Must have knowledge/experience in accounting and budget administration;

Must be willing to attend classes in related fields to upgrade skills and knowledge.


Licensing and Certifications:

Must possess and maintain a valid State of Idaho Driver’s License and safe driving record;

Permit Technician Certification through the International Code Council is desired.


Work Environment & Physical Demands:

Work is usually performed in an office environment with moderate noise level;

Constantly requires sitting at a desk or computer terminal for long periods of time and ability to lift up to 15 lbs.;

Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members;

Constantly requires clear vision to read printed materials and computer screen to accomplish work;

Constantly requires repetitive movement of the wrists, hands, and/or fingers;

Constantly requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks;

Occasionally may require assisting with and attending Department sponsored special events or activities after hours.


Travel Requirements:

Local travel is occasionally required;

Some in state travel may be required for training.