City of Hillsboro An Equal Opportunity Employer

POSITION DESCRIPTION:

Dept./Div.: Administration / Building Position Title: Administrative Assistant II Reports To.: Administrative Assistant I - Building Department Civil Service Status: Classified Class Title: Not Assigned Employment Status: Full-Time Class Number: Not Assigned FLSA Status/Pay: Non-Exempt EEOC Job Group: Office & Clerical

QUALIFICATIONS: An example of acceptable qualifications (at least one of the following):

Completion of high school education or GED; and

2 - 3 years experience.

Any combination of education, training and/or experience equivalent to the minimum qualifications stated above.

LICENSURE OR CERTIFICATION REQUIREMENTS: Must possess and maintain a valid State of Ohio vehicle operator's license, must be Notary Public or obtain commission within 6 months of employment.

EQUIPMENT OPERATED: The following are examples only and are not intended to be all inclusive: personal computer, printers, copier, telephone, and other standard business office equipment, motor vehicles, laminator, Microsoft Office, iWorQs, Beacon, Canva.

INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS: The employee has exposure to potentially violent or emotionally distraught persons, crowds, uses or works in proximity to the use of firearms.

Note: In accordance with the U.S. Department of Labor physical demands strength ratings, this is considered light work.

JOB DESCRIPTION AND WORKER CHARACTERISTICS: JOB DUTIES in order of importance

ESSENTIAL FUNCTIONS OF THE POSITION: For purposes of 42 USC 12101:

Manage permit processes by inputting data into iWorQs; send permits to Warren County Building Department; contact contractors upon approval; schedule inspections; conduct research related to permits; maintain records of permits and inspections; update files and purchase orders; perform administrative duties related to permit management.

Provide customer service by answering phones; interact with residents and businesses to address concerns; maintain records of interactions; conduct community correspondence; prepare and maintain various legal documents; manage records of lawsuits, possible lawsuits, and claims against the city.

Maintain administration and personnel files; prepare safety audits for all departments; ensure compliance with safety standards; review and approve time records or reports; update and manage records related to employee attendance and performance.

Meet all job safety requirements and all applicable safety standards that pertain to essential functions; must demonstrate regular and predictable attendance; maintain required licenses and/or certifications.

OTHER DUTIES AND RESPONSIBILITIES:

Performs other related duties as required.

MINIMUM ACCEPTABLE CHARACTERISTICS: (*Indicates developed after employment)

KNOWLEDGE OF: basic accounting, goals and objectives, policies and procedures, Federal, state, and local laws and/or regulations, public relations, media relations, office practices and procedures, English grammar and spelling, records management, agency goals and objectives, agency policies and procedures.

SKILL IN: data entry, computer operation, use of modern office equipment and software, critical thinking, judgment and decision making.

City of Hillsboro

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Administrative Assistant II