Government Jobs
Administrative Assistant- Community Development
Government Jobs, Clive, Iowa, United States, 50325
Job Summary
Pending Council Approval on September 25, 2025 Council Meeting Agenda Under general supervision, performs a wide variety of administrative, technical office and clerical duties. Work requires coordination and implementation of assigned activities and special projects, semi-independent judgment, problem solving, and the ability to establish and maintain effective working relationships both external and internal to the City organization. Job entails receptionist duties, processing accounts payable/receivable, billing, word processing, spread sheet, database work, and other general clerical duties. Performs other duties as required. Job Functions
Examples of Essential Job Functions Performs receptionist duties providing information and assistance to persons calling or entering office. Performs data entry, word processing, proofreading, filing and other clerical duties as directed; reviews information for completeness, enters information, and prepares reports. Instructs residents moving into or within the City of procedures necessary to obtain various services; communicates necessary service order instructions to the appropriate department. Receives funds paid for services and maintains records of same. Maintains adequate office supplies in accordance with the purchasing policy. Performs duties pertaining to confidential data and information. Organizes and maintains filing systems in electronic and paper format; maintains records related to specific area of assignment. Compiles information into monthly and annual statistical and other reports. Assists in locating information for supervisor, department directors, other employees, consultants, and the public as necessary. Makes copies of and prepares newsletters, drafts of letters, memorandums, presentations, press releases, resolutions, ordinances, contracts, requests for proposal, administrative policies, forms, and contracts as assigned. Assists individuals in the office waiting for interviews, appointments, information, licenses, permits, and notarization; provides direct assistance or directs inquiries to correct department or person. Develops content and updates department website and social media feeds. Regular attendance is essential for this position. Other Job Functions Employment Standards And Qualifications
Required Knowledge, Skills and Abilities Ability to think logically and follow written, verbal or diagrammatic instructions using several abstract or concrete variables. Ability to perform arithmetic calculations involving fractions, decimals and percentages. Ability to make appointments and process mail, ability to compose original correspondence; some knowledge of legal terminology; and have substantial contact with people. Considerable knowledge of modern office procedures and practices; ability to operate computer hardware and software in an efficient and effective manner. Ability to establish and maintain an effective working relationship with superiors, co-workers and the public; ability to handle a wide array of social situations. Ability to comprehend and implement departmental policies, routines and standard operating procedures; ability to address issues involving confidential information. Knowledge of municipal organization, its functions and of the relationships within the municipal government and with other levels of government. Ability to organize and prioritize schedules and expedite assignments in a timely fashion. Ability to perform all job duties safely and in accordance with applicable rules, guidelines, policies and training. Education, Training and Experience Required Education High school diploma or equivalent GED/HiSET. Preferred Education Associate's degree majoring in business, public administration, office management, or another related field. Preferred Experience At least five years of related clerical or general office experience. Required Qualifications Shall be bondable. Possess or be able to obtain a valid Iowa Driver's License and have a good driving record for the past three years. Shall be available for off-hour emergencies and/or work assignments. Physical And Environmental Characteristics
Required Physical Activities Sitting, Kneeling, Reaching, Finger dexterity, Talking, Hearing, Repetitive Motions. Physical Characteristics of the Job Light work exerting up to twenty (20) pounds of force occasionally, and/or up to ten (10) pounds of force frequently. Required walking or standing to a significant degree; or requires sitting most of the time but entails pushing and/or pulling of arm or leg controls. Environmental Conditions The work is performed primarily in an office environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and significant work pace pressure and at times irregular work hours; may occasionally perform outside activities such as running errands, etc. Equipment and Materials Used Computer hardware and software, computer network, general office equipment, calculator, Code of Iowa, City of Clive Code of Ordinances, telephone, mobile devices, postage machine, fax machine, photocopier; car/light pickup. Appendix to: Administrative Assistant Department: Community Development Reports to: Community Development Director Additional Essential Job Functions Screens a variety of calls and emails, answering questions in subject matters that are known, listens to customer complaints and refers inquiries to appropriate personnel. Communication with permit applicants to assist them in submitting complete and accurate submittals Assists with point of service over-the-counter plan checking of minor permit types, calculates fees and issues permits upon approval. Assists in the issuance of complex permits, reviews case files for final completion and issues Certificates of Occupancy upon approval. Processes, issues and maintain records associated with the Rental Housing program. Schedules a wide variety of meetings and inspections including coordinating schedules with multiple staff. Completes a variety of reports, letters, charts, maps and exhibits by operating a computer and entering data into various programs. Organizes, structures and maintains paper-based and electronic file systems. Prepares invoices, monitors payments and sends follow up notices on past due accounts. Acts as recording secretary for the Planning and Zoning Commission, Building Codes of Appeals Board and Board of Adjustment as directed. Prepares meeting notices, packets and minutes for each board. Other Job Duties Assists supervisor with monitoring the current budget and preparing future budgets Additional Equipment and Materials Used Large format plotter, large format scanner, digital photographic/video equipment, permit software, electronic archiving software and geographic mapping software Additional Required Special Qualifications Notary Public designation from the State of Iowa The City of Clive retains the authority to change the job duties included in this job description at any time. The list of duties is not exhaustive and various requirements are subject to possible modification as a reasonable accommodation for a qualified individual.
Pending Council Approval on September 25, 2025 Council Meeting Agenda Under general supervision, performs a wide variety of administrative, technical office and clerical duties. Work requires coordination and implementation of assigned activities and special projects, semi-independent judgment, problem solving, and the ability to establish and maintain effective working relationships both external and internal to the City organization. Job entails receptionist duties, processing accounts payable/receivable, billing, word processing, spread sheet, database work, and other general clerical duties. Performs other duties as required. Job Functions
Examples of Essential Job Functions Performs receptionist duties providing information and assistance to persons calling or entering office. Performs data entry, word processing, proofreading, filing and other clerical duties as directed; reviews information for completeness, enters information, and prepares reports. Instructs residents moving into or within the City of procedures necessary to obtain various services; communicates necessary service order instructions to the appropriate department. Receives funds paid for services and maintains records of same. Maintains adequate office supplies in accordance with the purchasing policy. Performs duties pertaining to confidential data and information. Organizes and maintains filing systems in electronic and paper format; maintains records related to specific area of assignment. Compiles information into monthly and annual statistical and other reports. Assists in locating information for supervisor, department directors, other employees, consultants, and the public as necessary. Makes copies of and prepares newsletters, drafts of letters, memorandums, presentations, press releases, resolutions, ordinances, contracts, requests for proposal, administrative policies, forms, and contracts as assigned. Assists individuals in the office waiting for interviews, appointments, information, licenses, permits, and notarization; provides direct assistance or directs inquiries to correct department or person. Develops content and updates department website and social media feeds. Regular attendance is essential for this position. Other Job Functions Employment Standards And Qualifications
Required Knowledge, Skills and Abilities Ability to think logically and follow written, verbal or diagrammatic instructions using several abstract or concrete variables. Ability to perform arithmetic calculations involving fractions, decimals and percentages. Ability to make appointments and process mail, ability to compose original correspondence; some knowledge of legal terminology; and have substantial contact with people. Considerable knowledge of modern office procedures and practices; ability to operate computer hardware and software in an efficient and effective manner. Ability to establish and maintain an effective working relationship with superiors, co-workers and the public; ability to handle a wide array of social situations. Ability to comprehend and implement departmental policies, routines and standard operating procedures; ability to address issues involving confidential information. Knowledge of municipal organization, its functions and of the relationships within the municipal government and with other levels of government. Ability to organize and prioritize schedules and expedite assignments in a timely fashion. Ability to perform all job duties safely and in accordance with applicable rules, guidelines, policies and training. Education, Training and Experience Required Education High school diploma or equivalent GED/HiSET. Preferred Education Associate's degree majoring in business, public administration, office management, or another related field. Preferred Experience At least five years of related clerical or general office experience. Required Qualifications Shall be bondable. Possess or be able to obtain a valid Iowa Driver's License and have a good driving record for the past three years. Shall be available for off-hour emergencies and/or work assignments. Physical And Environmental Characteristics
Required Physical Activities Sitting, Kneeling, Reaching, Finger dexterity, Talking, Hearing, Repetitive Motions. Physical Characteristics of the Job Light work exerting up to twenty (20) pounds of force occasionally, and/or up to ten (10) pounds of force frequently. Required walking or standing to a significant degree; or requires sitting most of the time but entails pushing and/or pulling of arm or leg controls. Environmental Conditions The work is performed primarily in an office environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and significant work pace pressure and at times irregular work hours; may occasionally perform outside activities such as running errands, etc. Equipment and Materials Used Computer hardware and software, computer network, general office equipment, calculator, Code of Iowa, City of Clive Code of Ordinances, telephone, mobile devices, postage machine, fax machine, photocopier; car/light pickup. Appendix to: Administrative Assistant Department: Community Development Reports to: Community Development Director Additional Essential Job Functions Screens a variety of calls and emails, answering questions in subject matters that are known, listens to customer complaints and refers inquiries to appropriate personnel. Communication with permit applicants to assist them in submitting complete and accurate submittals Assists with point of service over-the-counter plan checking of minor permit types, calculates fees and issues permits upon approval. Assists in the issuance of complex permits, reviews case files for final completion and issues Certificates of Occupancy upon approval. Processes, issues and maintain records associated with the Rental Housing program. Schedules a wide variety of meetings and inspections including coordinating schedules with multiple staff. Completes a variety of reports, letters, charts, maps and exhibits by operating a computer and entering data into various programs. Organizes, structures and maintains paper-based and electronic file systems. Prepares invoices, monitors payments and sends follow up notices on past due accounts. Acts as recording secretary for the Planning and Zoning Commission, Building Codes of Appeals Board and Board of Adjustment as directed. Prepares meeting notices, packets and minutes for each board. Other Job Duties Assists supervisor with monitoring the current budget and preparing future budgets Additional Equipment and Materials Used Large format plotter, large format scanner, digital photographic/video equipment, permit software, electronic archiving software and geographic mapping software Additional Required Special Qualifications Notary Public designation from the State of Iowa The City of Clive retains the authority to change the job duties included in this job description at any time. The list of duties is not exhaustive and various requirements are subject to possible modification as a reasonable accommodation for a qualified individual.