Part-Time Office Assistant Administration Division, Planning & Zoning Department

GENERAL STATEMENT OF JOB

Under regular supervision, performs routine to moderate clerical work in support of operations of the office. Work involves performing clerical work; coordinating departmental purchasing activities; performing basic bookkeeping functions; providing customer service; operating/maintaining department computers; typing documentation; and processing documentation/information in support of an assigned department of the Parish. Reports to the Office Manager and Building Official.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

• Assist the Building Official with administering and maintaining compliance programs, policies and procedures.
• Maintain organized records of inspections, licenses, violations, permits and correspondence.
  Assist the Building Official with preparing, processing and submitting reports, notices and mailouts.
  Tract corrective actions and follow up to ensure issues are resolved in a timely manner.
• Maintain confidentiality of sensitive business, personnel, and regulatory information.
• Performs customer service functions regarding electrical and building permits; provides assistance and information related to department/parish services, programs, activities, locations, procedures, forms, fees, customer accounts, or other issues; responds to routine questions, complaints, or requests for service; research problems/complaints and initiates problem resolution.
• Receives monies in payment of department services, permits, or other fees; records transactions; issues receipts; forwards revenues as appropriate.
  Performs basic bookkeeping tasks, which may include counting and balancing cash, and assists in processing timesheets for payroll preparation.
• Operates a computer to enter, retrieve, and modify data; performs data entry functions by keying data into computer system; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, graphics, internet, and/or other programs; performs basic maintenance of office/computer equipment such as backing up data or replacing toner, paper, or ribbons; assists with installation and setup of new hardware or software; performs minor repairs or maintenance; coordinates service/repair activities as needed.
• Provides clerical/secretarial support for Office Manager and/or other department personnel, which may include screening calls/visitors, typing documentation, or scheduling appointments.
• Maintains file system of departmental records; prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files.
• Performs general clerical tasks, which may include making copies, sending/receiving faxes, opening and distributing mail; distributing documentation, or opening/closing office.
• Anwers the telephone; greets visitors; directs calls to appropriate personnel; records and relays messages; initiates and returns calls.
• Receives and/or reviews various records and reports including detailed telephone messages and payments.
  Refers to supervisor, applications, records/deposits, and receipts, schedules/event schedules, policy and procedure manuals, codes/laws/regulations, publications and reference texts, etc.
• Operates company vehicles and a variety of office equipment and machinery such as telephone system, copy machine, fax machine, calculator, desktop computer, laptop computer, etc.
• Uses variety of tools such as office tools, etc.; a variety of supplies such as receipts, paper, writing instruments, general office supplies, etc.; and a variety of computer software such as Microsoft Office, and the general public.

ADDITIONAL JOB FUNCTIONS

Performs light cleaning/housekeeping tasks associated with maintaining work area.
Performs other related work as required.

OFFICE ASSISTANT II
MINIMUM TRAINING AND EXPERIENCE

Requires a high school diploma or GED equivalent with one to two years of experience in clerical, or related work experience; or any equivalent combination of training and experience, which provides the required knowledge, skills and abilities.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar or divergent from obvious standards) of data, people or things.

Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments or direction to subordinates or assistants, and receiving instructions, assignments or directions from superiors.

Language Ability: Requires the ability to read a variety of reports, correspondence, charts, forms, etc. Requires the ability to prepare correspondence, reports, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control, and confidence.

Intelligence: Requires the ability to apply principles of common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variable in or from standardized situations. Requires the ability to make routine independent judgements in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information and to understand and implement basic computer and office machinery functions.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages.

Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.

Forms/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment and firefighting equipment.

Manual Dexterity: Requires the ability to handle a variety of items such as firefighting equipment and office equipment. Must have levels of eye/hand/foot coordination.
Color Discrimination and Visual Acuity: Requires the ability to differentiate colors and shades of color; requires the visual acuity to determine depth perception, peripheral vision, inspection for small parts; preparing and analyzing written or computer data, etc.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing work under some stress and when confronted with emergency situations.

Physical Communication: Requires ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear).

PERFORMANCE INDICATORS

Knowledge of Job: Has thorough knowledge of the methods, procedures, and policies of the Administration Division of the Permitting, Planning and Zoning Department as they pertain to the performance of duties of the Part Time Office Assistant II. Has knowledge of the functions and interrelationships of the Parish and other governmental agencies. Has knowledge of the laws, ordinances, standards, and regulations pertaining to the specific duties and responsibilities of the position. Is able to comprehend, interpret, and apply regulations, procedures, and related information. Is able to offer assistance to co-workers and employees of other departments as required. Is able to take the initiative to complete the duties of the position without the need of direct supervision. Is able to use independent judgement in performing routine tasks. Is able to plan, organize, and prioritize daily assignments and work activities. Has excellent clerical, organizational, data processing, and interpersonal skills. Has knowledge of modern office practices and equipment. Has knowledge of proper English usage, vocabulary, punctuation, and spelling. Is able to type accurately at a rate sufficient for the successful performance of assigned duties. Is able to prepare and maintain accurate and complete records. Has knowledge of how to operate and maintain a variety of office equipment as necessary in the performance of daily activities. Is able to assemble and analyze information and make written reports and records in a concise, clear, and effective manner. Is able to read and interpret materials pertaining to the responsibilities of the job. Is able to learn and utilize new skills and information to improve job performance and efficiency. Has knowledge of how to perform duties in a courteous manner and with the utmost integrity in the best interest of the public. Has the mathematical ability to handle required calculations. Is capable of working under stressful conditions as required. Is able to work effectively despite frequent interruptions. Has knowledge of how to react calmly and quickly in emergency situations.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercise immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication within the department and with co-workers and the general public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under “Specific Duties and Responsibilities.”
Attendance: Attends work regularly and adheres to Parish policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm: Maintains and enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgement: Exercise analytical judgement in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and research problems, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences is justified, i.e., poor communications, variance with Parish policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationships with others: Shares knowledge with supervisors and staff for mutual benefit. Contributes to maintaining high morale among employees. Develops and maintains cooperative and courteous relationship inter- and intra-departmentally, and with external entities with whom the position interacts. Tactfully and effectively handles requests, suggestions and complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a positive image.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines, and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the Parish and various regulatory agencies. Sees that standards are not violated. Maintains a clean and orderly workplace.

DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

If interested, please submit the following to Iberia Parish Government, Human Resources Dept., 300 Iberia Street, Suite 400, New Iberia, LA 70560:

An Iberia Parish Government Application for Employment

Along with a current resume.

or

 

For more information contact: Edie Casselman or Erica Derise