The Town of Pembroke Park 

Job Description

Department:                          Building          

Supervises:                             None

Position Reports To:             Building and Facilities Manager 

Sworn:                                   No

Job Specifications

NATURE OF WORK

The position is responsible for assisting all visitors from the public, including those conducting business with the Town and fielding all incoming calls. The Administrative Associate also is attached to the Front Desk of Building Department – In this department the Associate will  performs tasks including answering calls about building services, permits, and planning, and complete administrative support to building department tasks, and interacting with the public.

ESSENTIAL DUTIES

Duties required of those in the position of Administrative Associate include but are not limited to: 

• Answer multi-line telephone and direct calls to appropriate departments and take accurate/detailed messages.
• Greet the public; provide information and assistance regarding schedules, Town events, registration, program descriptions and other general information over the phone and in person.
• Manage document intake, including, but not limited to applications, plans, and corrections.
• Scan and log collected documents for review.
• Receive inspection requests from contractor and owners and schedule accordingly. Follow up on scheduled requests to ensure requests are completed and closed out.
• Organize and maintain physical and electronic documents in building systems.
• Input and update contractor registrations into building department systems. 
• Run monthly reports and identify any items that are pending or overdue for action.
• Monitor the Town Hall, parks, and facilities surveillance system and ensure safety procedures are adhered to. 
• Respond to citizen calls, emails, and correspondence in a timely manner.
• Responsible for front lobby area, including presentation and monitoring for visitors. 
• Obtains and distributes mail or packages and keeps record of distribution.
• Performs other related duties as assigned.
• Attends Town events, activities and emergencies as needed.

KNOWLEDGE, ABILITIES AND SKILLS

• Ability to maintain and organize files.
• Skilled in interacting courteously with staff and the public, on the telephone or in person, including handling difficult or irate people.
• Ability to perform fundamental calculations.
• Ability to provide excellent internal and external customer service.
• Ability to operate a computer, telephone system, fax machine and other related office equipment. 
• Knowledge of Microsoft Suite, including Outlook, PowerPoint, Word, and Excel.
• Ability to analyze issues and problem solve.
• Skilled in providing appropriate telephone etiquette.
• Knowledge of how to formulate correspondence, with correct usage of English and grammar.
• Ability to type forty (40) correct words per minute (wpm).
• Ability to establish and maintain effective working relationships with supervisors, other employees, and Town officials.
• Ability to communicate effectively and persuasively, both verbally and in writing to individuals as well as groups.
• Ability to deal with competing priorities and varied responsibilities.
• Ability to work efficiently and effectively to develop win-win solutions.
• Ability to systematically organize and track information in detail.
• Ability to demonstrate understanding, consideration, and respect for the public.

MINIMUM REQUIREMENTS

• High School diploma or valid equivalent.  
• Three (3) years of office/administrative/clerical experience.
• An equivalent combination of education and experience may be considered.

PREFERRED QUALIFICATION

• Associate’s degree. 
• Previous experience in public sector/building department.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT

The physical demands described here are representative of those that must be met by a teammate to successfully perform the essential duties and functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Regularly required to stand, sit, see, speak, hear, and use hands and fingers to operate a computer, telephone, or other electronic device. 
• Occasional light to moderate lifting of office products and supplies may be required. 

The work environment characteristics described here are representative of those a teammate encounters while performing the essential duties and functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. 

• Moderate noise (business office with computers, telephones, printers, fax machines, photocopiers, filing cabinets, and light traffic)
• Work within a confined area
• Ability to work in a computer station for an extended period.
• May be requested to work overtime and weekends for special Town events, projects, and emergencies.

The Town of Pembroke Park is an Equal Opportunity Employer that does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.