Administrative Assistant

JOB OPENING

CITY OF FARMINGTON

JOB POSITION - Administrative Assistant - Community Development

NUMBER OF VACANCIES: 1

DEPARTMENT: Community Development

WORK LOCATION: West Annex

TYPE OF POSITION: Regular, Full-Time

PAY GRADE: I HIRING RANGE: $19.51 - $30.37/ Hourly

DAYS WORKED: Monday-Friday

HOURS WORKED: 8:00 a.m.-5:00 p.m.

APPLICATIONS WILL BE RECEIVED: Wednesday, May 21st, 2025

JOB DUTIES

ESSENTIAL DUTIES

Using excellent customer service skills, establishes and maintains effective working relationships with contractors, architects, engineers, citizens, other city employees, officials, and all members of the general public.

Receives the public at the front counter and answers questions; responds to inquiries.

Issues building permits and certificates of occupancy, upon approval by the Chief Building Inspector.

Inputs information and maintains databases for the division.

Schedules and coordinates building inspections.

Serves as cashier including receipting of building permit application fees and various other payments, and posting monies to appropriate accounts.

Performs administrative duties such as typing, filing, answering telephone calls, and scheduling appointments.

Assists in the office operations of the department. Develops and maintains office forms and procedures, and assists with administrative tasks involving personnel, budgeting, and facilities.

Composes, types, and edits correspondence, legal notices, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.

Prepares agendas and supporting materials. Prepares and distributes meeting minutes and reports.

Compiles statistical reports utilizing database computer software.

Uses Excel and other computer software to create and use spreadsheets.

Transcribes reports and dictation. May be required to attend meetings to take minutes and prepare those minutes as the official written record.

Performs bookkeeping duties and is responsible for checks for various fees collected.

Explains departmental rules and policies to employees and the public.

May be responsible for opening and closing office and taking necessary security precautions.

Prepares travel reports, purchase requisitions, small purchase orders, and stores orders and maintains necessary related files.

Reviews and verifies departmental time sheets.

Operates a motor vehicle to assist in carrying out the business of the department and the City.

Attendance at work is an essential function of this position.

This position reports directly to the Chief Building Inspector.

NON-ESSENTIAL DUTIES

Assists other divisions in the Community Development Department with clerical duties as necessary.

Manages special projects for department as required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

QUALIFICATIONS

This position is subject to the City of Farmington's Drug and Alcohol Free Workplace Program which includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return to duty testing, and follow-up testing.

Valid driver's license or ability to obtain one upon hire, with acceptable driving record for the past three years.

Extensive background checks are required.

Graduation from a high school or GED-equivalent with specialized course work in general office practices such as typing, filing, accounting, and bookkeeping, and two (2) years of increasingly responsible related experience, or any equivalent combination of related education and experience.

Working knowledge of computers and associated software; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.

Ability to work in a fast-paced environment as a member of a team.

Ability to effectively meet and deal with the public.

Ability to handle stressful situations with diplomacy.

Ability to communicate both orally and with written communication.

Knowledge of specialized departmental material which is related to duties of job.

Ability to prioritize work and meet deadlines.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear.

The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of 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 functions

The noise level in the work environment is moderately noisy.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V