Administrative Assistant 2

Job Summary:

The Administrative Assistant II provides comprehensive administrative support to the City's Building Division and Land Development Division. This position supports management, staff, and the public by responding to a wide range of needs in a timely, professional, and customer-focused manner. The role requires sound judgment, strong organizational skills, and the ability to manage multiple priorities. Responsibilities include various tasks that may include a variety of clerical and administrative activities, maintaining files and records, assisting customers with permit-related inquiries, supporting departmental operations, and providing backup support to the Administrative Team as needed. The Administrative Assistant II works closely with the Building Official/Building Manager, Land Development Manager, and the Executive Assistant.

Essential Functions:

General Responsibilities

• Demonstrates an overall understanding of the construction permitting process.
• Provides excellent customer service.
• Works effectively both independently and in a team-oriented environment.
• Demonstrates excellent organizational, verbal, and interpersonal skills.
• Manage time effectively to meet deadlines and handle multiple priorities.
• Exhibit excellent conflict management skills with patience, empathy, and professionalism.

Administrative and Operational Support

• Performs a wide variety of administrative and office support duties for the Building Division and Land Development Division.

• Provides direct administrative assistance to both division managers, including screening and responding to calls in a timely manner.

• Coordinates professional licensure, certification, continuing education, and training events for staff as needed.
• Processes Open Records Requests in accordance with regulatory timelines in coordination with the City Clerk's Office.
• Serves as the primary point of contact for the inspection line.

• Contacts utility providers to coordinate new utility connections.

• Coordinate, organize, and schedule meetings with internal staff, other City departments, the public, and external agencies.

• Maintains calendars of activities, meetings, and events for departmental staff.
• Maintains various forms, records, reports, files, databases, spreadsheets, and logs to support the internal workflow for the department following established systems and protocols.
• Receives and screens visitors, phone calls, and emails correspondence.
• Makes, tracks, and reconciles departmental purchases as requested.
• Attend meetings as required.

Community Development Department Support

• Coordinates staff travel arrangements and prepares related expense reports; ensures accurate and timely submission of required documentation to the Finance Department.
• Prepares meeting agendas and/or meeting minutes as assigned.
• Host the Development Meetings upon request.
• Assist with the Build Sandy Springs seminars, including tracking attendees, ordering and managing food and refreshments, setting up venues, and supporting overall seminar coordination.
• Provide general administrative support to the department as requested.
• Supports the Administrative Team as needed.
• Performs other duties and special projects as assigned.

Minimum Qualifications:

• Highschool Diploma or GED required; may substitute education with additional experience
• 2–5 years of administrative or clerical experience
• Prior experience in a similar office environment (government, corporate, education, etc.)
• Experience supporting managers, departments, or teams

Preferred Qualifications:

• Associate's degree in business administration, office management, or a related field is often preferred

Performance Aptitudes:

• Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in critical and/or unexpected situations involving moderate risk to the organization.

ADA Compliance:

• Physical Ability: Tasks require the ability to exert medium physical effort in light to medium work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials up to 20 pounds. Tasks may involve balancing, bending, climbing, crouching, handling, kneeling, reaching, repetitive motion, stooping, walking, and extended periods of time at a keyboard or workstation. Some work is done on a slippery surface.
• Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
• Environmental Factors: Essential functions are regularly performed with exposure to adverse environmental conditions. Requires the ability to work in a cold outdoor environment.