Administrative Assistant - City of Lakeville, MN : Job Details

Salary: $28.55 - $36.95 HourlyLocation : Lakeville, MNJob Type: Full-timeDepartment: InspectionsOpening Date: 11/08/2024Closing Date: 11/21/2024 4:00 PM CentralPosition The City of Lakeville is accepting applications for an Administrative Assistant for the Building Inspections division. In this position, you will provide comprehensive administrative support to the Building Official and division staff. Key responsibilities include:

• Public Assistance: Assisting the public with inquiries related to rules and regulations.
• Permit Processing: Scheduling inspections, preparing and processing permits, and ensuring accuracy.
• Data Management: Inputting data, maintaining records, and generating reports.
• Administrative Tasks: Handling routine administrative duties such as filing, correspondence, and report preparation.
• Financial Operations: Collecting and recording fees.

2024 Salary Range: $28.55- 36.95 per hour2024 Anticipated Hiring Range: $28.55 - 30.74Major Areas of Accountability

Provide assistance to the Building Official, Senior Administrative Assistant, and other division staff in the completion of administrative responsibilities, communicating and enforcing division rules, regulations, and applicable laws.

Assist the public with routine concerns including general city ordinances, zoning requirements, permit requirements and costs, and property information. Route other inquiries and concerns to appropriate individuals within the division for resolution.

Schedule inspections and prepare and process permits

• Audit each permit for accuracy
• Input data information
• Contact applicants and advise them of costs
• Maintain complete record of permits

Assist with routine written communication duties such as assembling and typing reports, memoranda, statistical data and graphs as well as other materials needed for meetings; proofreading correspondence or materials; and gathering source materials.

Assist with appropriate data entry to various software programs and prepare various reports as requested.

Maintain files including contractor information, property data system records, and other miscellaneous inspection data. Maintain and update files according to data retention policies.

Collect and record all monies received by the Inspections division.

Miscellaneous duties and responsibilities as apparent or assigned.

RELATIONSHIPS AND CONTACTS The Building Inspections Division Administrative Assistant:

• Is under the general supervision of the Building Official.
• Maintains regular communication with the Senior Administrative Assistant; provides back-up as necessary.

KNOWLEDGE/SKILLS/ABILITIES

• Ability to perform multiple tasks independently with frequent interruptions.
• Thorough knowledge of the English language; good grammar, spelling, punctuation skills and ability to proofread accurately.
• Good organizational skills and attention to detail required.
• Good oral and written communication skills including pleasant phone manner and ability to interact with others in a respectful manner.
• Good mathematical and accuracy skills.
• Proficient in use of word processing (Microsoft Word preferred) and good working knowledge of Access, Excel, PowerPoint, Publisher, Outlook and other applicable programs.

Physical Requirements and Working Conditions:

• This work requires the occasional exertion of up to 25 pounds of force;
• Work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires pushing or pulling and occasionally requires standing, walking, stooping, kneeling, crouching or crawling and reaching with hands and arms;
• Work has standard vision requirements;
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels;
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities;
• Work is generally in a moderately noisy location (e.g. business office, light traffic).

Qualifications

• Associate degree in administrative assistant or related field.
• Two to three years administrative support experience; or equivalent training and experience.

DESIRED QUALIFICATIONS

• Demonstrated experience providing support to a department.
• Experience working for a municipal government, preferably in building inspections
• Knowledge of property data systems and permits and inspections management systems.
• Knowledge of BS&A permit system.

Additional InformationENVISION LAKEVILLEPAST - PRESENT - FUTUREVISION STATEMENT We envision a thriving, multi-generational community where families, friends, and neighbors connect, live, learn, work, and play. Great schools; a diverse local economy; exceptional parks, trails, and recreational opportunities; vibrant social and cultural institutions; safe neighborhoods; and responsive and cost-effective public services together create a place we are proud to call home. COMMUNITY VALUES

• Diversified Economic Development
• Good Value for Public Services
• Safety Throughout the Community
• Design that Connects the Community
• High Quality Education
• A Home for All Ages and Stages of Life
• A Sense of Community and Belonging
• Access to a Multitude of Natural Amenities and Recreational Opportunities

STRATEGIC PRIORITIES

• Increase Economic Sustainability
• Support High Quality Education
• Develop a Community of Choice
• Cultivate a Sense of Community
• Provide Services that Add Value

The City of Lakeville provides the following benefits for eligible positions:PERA: Employees automatically become members of the Public Employees Retirement Association (PERA) when they begin public service. Contribution percentages (city and employee) are established by PERA.MEDICAL INSURANCE: Employees can choose between single, single plus children, single plus spouse, or family coverage. Two different plans are offered. If one of the high deductible plans are selected, the City contributes a designated amount into a VEBA/HRA account or HSA account.DENTAL INSURANCE: The City provides dental care benefits. Employees can choose single, single plus one, or family coverage.LIFE INSURANCE: Basic life insurance is provided with the option to purchase additional supplemental life insurance for self, spouse, or dependent children.LONG-TERM DISABILITY INSURANCE: The City provides Long-term disability insurance.PAID TIME OFF: Employees earn paid paid time off based on years of service.HOLIDAYS: Employees earn twelve (12) holidays per calendar year.FLEXIBLE SPENDING ACCOUNT: Employees who enroll in a flexible spending account are allowed to set aside pre-tax dollars to help pay for out-of-pocket expenses for both medical and dental expenses. In addition, pre-tax dollars can be set aside for dependent daycare. DEFERRED COMPENSATION: Employees are able to designate and set aside a part of income on a tax-deferred basis.01 The following questions are the Training and Experience exam. These questions are asked as a means of producing a report listing your qualifications. The report will be used to filter applications. Provide complete information for each question and do not write See Resume . Do you understand that See Resume is not an acceptable answer and could eliminate you as a candidate?

• Yes
• No

02 Do you have an Associates degree in Business Administration, Administrative Assistant or related field?

• Yes
• No

03 Please list the specific program/degree that you have completed. If none, type N/A. 04 How many years of practical experience do you have as an administrative assistant?

• Less than two years of experience.
• Two years of experience.
• Three years of experience.
• Four or more years of experience.

05 Please describe your administrative experience. If none, type N/A. 06 Do you have experience working for a municipal government?

• Yes
• No

07 Which of the following software programs do you have proficiency in?

• Excel
• Word
• Powerpoint
• Outlook
• None
• Microsoft Office 365
• Adobe

08 Do you have experience with Laserfiche or another document management system?

• Yes
• No

09 Do you have experience working with permits and inspections systems?

• Yes
• No

10 Describe your experience working with permits and inspections systems. If none, type N/A. 11 Do you have experience working with a property data system?

• Yes
• No

12 How did you hear about this position with the City of Lakeville?

• City of Lakeville Website
• Current City Employee
• League of Minnesota Cities Website
• Social Media
• Other

13 If you selected other, where did you hear about this position? Required Question