Overview
Administrative Assistant Jobs in Bethlehem, PA at Keystone Consulting Engineers
Job Function:
Performs administrative level secretarial work, including highly responsible administrative support to the Department. Responsible secretarial and record keeping requiring considerable judgment in the daily activities of the Planning and Development Department. This position functions as the clerk for the two Community Redevelopment Advisory Committees, Code Compliance Division and Historic Preservation Board. The employee works with considerable independence and initiative; however work is completed under the general supervision of the CRA Manager and Department Director.
Career Path: Associate Planner (zoning technician) or Code Compliance Inspector
Essential Duties:
The essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job related marginal duties as required.
Administrative assistance to the Director and Senior Staff.
Transmit orders and instructions of the CRA Manager and Director.
Research, compose and type effective correspondence and memorandums, charts, reports and other departmental forms and materials independently or from general instructions.
Establish and maintain filing system/records for the Department. Follow retention schedules according to the State Records Retention Standards.
Answer incoming phone lines, screen and route telephone calls, handle calls when possible, provide information, and take complete and concise messages.
Prepare travel requests which include preparation of educational leave form, mileage and meal reimbursement and hotel reservations. Also process educational request forms/reimbursement for employees enrolled in college classes.
Processes and assist with the budget transfers and amendments.
Requisition materials and supplies and enter coded invoices for payment, maintain open purchase orders, prepare check requests and if necessary budget transfers and amendments.
Give out information according to department rules, regulations and policies.
Assist as back-up to administers the City’s Business Tax Receipts Program.
Assist in process historic preservation applications.
Assist with Community Redevelopment Agency programs and projects.
Attend various board and committee meetings and transcribe minutes (includes evenings).
Assist the public with basic zoning and planning information.
Update departmental Web Pages, and City Calendar
Process quotes for utility impact fees for those residing outside City limits
Clerk Comde Compliance Magistriate hearings.
Compile and publish agendas Magistriate Hearings, Advisory Committes and Historic Preservation Board.
Assist with drafting code documentements, Powerpoint Presentations and recording of orders and liens.
Perform other related functions as required.
Knowledge, Skills, and Abilities:
Excellent knowledge of business English, punctuation, mathematics and spelling.
Excellent verbal and written communication skills.
Excellent customer service skills.
Excellent team player.
Exceptional knowledge of modern office practices and procedures.
Exceptional ability to maintain files and records.
Knowledge in budget processes.
Exceptional computer skills in Windows, MSOffice, Adobe and permit specific equipment.
Ability to maintain confidentiality.
Ability to work some evenings and overtime work as required..
Required Qualifications:
High School graduation or GED required. Associates degree from an accredited college or university, or two (2) years training or course work in business executive secretarial or related field preferred.
Valid Florida Driver’s License required.
Must have at least three (3) years responsible secretarial experience to a chief executive in the public or private sector, including one (1) year word processing experience.
A comparable amount of educations and/or experience can be substituted for the minimum qualifications.
Complete the required National Incident Management System (NIMS) training within 6 months of completion of probationary period.
Hold or obtain a Florida Business Tax Official Certification
Essential Physical Skills:
Ability to clearly communicate verbally.
Acceptable eyesight (with or without corrections).
Acceptable hearing (with or without hearing aid).
Able to lift and /and or carry weight up to ten (10bs) pounds.
Walking or standing for periods of time.
Able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Must be physically able to operate a variety of office machines and equipment including computer, copier, telephone, calculator, etc.
Equipment:
Computer system and components.
Multi-line telephone
Copier
Scanner Dictation/transcription equipment.
Reproduction equipment.
Two-way Radio
Fax machine
Calculator
Environmental Conditions:
Works inside in an office environment.
(Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)
Note: Job Descriptions are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.
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Title: Administrative Assistant
Company: Keystone Consulting Engineers
Location: Bethlehem, PA
