Administrative Assistant

The City of Tomball will be accepting applications for an Administrative Assistant. This position will assist with the intake and processing of permit and contractor registration applications; provides general information regarding permitting processes and requirements; routes customers and inquiries to the appropriate department, division, or staff member; and provides administrative support for engineering and construction permitting related to public improvements, including water, sewer, streets, drainage, and gas.

Reports To: City Engineer/Assistant Public Works Director

FLSA: Non-Exempt

Pay Grade: T-115

SUPERVISION

General supervision is provided by the designated supervisor. This position has no supervisory responsibilities.

GENERAL SUMMARY

Incumbents in this classification provide administrative, customer service, and permitting support to the Engineering and Planning functions of the City. The position serves as a primary point of contact for customers, contractors, and other members of the public seeking information or assistance related to development, permitting, contractor registration, and public improvement projects.

The position requires the ability to communicate effectively with a variety of customers and stakeholders, exercise sound judgment when determining the appropriate routing of inquiries and applications, maintain accurate records, and manage multiple priorities in a fast-paced environment. Work is performed under general supervision with established policies, procedures, and applicable City requirements

DUTIES AND RESPONSIBILITES

The statements below are intended to describe the general nature and level of work being performed by individual(s) assigned to this position. This is not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. The position description is subject to change by the City as the needs of the City and requirements of the position change.

• Serve as a primary point of contact for customers, contractors, and members of the public seeking assistance with permitting and related development processes; respond to routine inquiries by telephone, email, in person, and through other communication methods, providing information within the scope of the position and referring technical or complex questions to appropriate staff.
• Provide general information and entry-level assistance regarding City permitting procedures, requirements, applications, and related services; assist with the intake, completeness review, processing, and routing of permit applications and related documentation.
• Assist with contractor registration and related administrative processing; provide permitting support through City software and systems, including SmartGov, and enter, update, and maintain permit, contractor, and related records.
• Assist with engineering and construction permitting for public improvements, including water, sewer, streets, drainage, and gas.
• Assist with the coordination and routing of applications, plans, documents, and correspondence for engineering, construction, permitting, contractor registration, and development activities; scan, upload, index, and maintain accurate electronic and physical records in applicable City systems.
• Perform data entry and maintain accurate records, logs, spreadsheets, and reports; assist with public records and other administrative requests as assigned.
• Provide general administrative support to Engineering and Planning staff and work cooperatively with City departments and divisions to coordinate customer service and permitting activities.
• Maintain confidentiality of sensitive information and exercise appropriate discretion when handling City records and customer information.
• Perform other duties as assigned.

SALARY RANGE:

• Hiring range - $45,267 - $48,436 ($21.76 - $23.28)
• Salary range - $45,267 - $64,280

Equal Employment Opportunity Statement - The City of Tomball does not discriminate on the basis of Race, Color, National Origin, Sex, Religion, Age or Disability in employment or the provision of services.

Qualifications

PREFERRED EDUCATION, EXPERIENCE AND CERTIFICATIONS

High school diploma or equivalent required; college degree from an accredited college or university preferred

KNOWLEDGE AND SKILLS

• Excellent customer service skills, including service to external and internal customers, as demonstrated by establishing a positive rapport.
• Ability to learn and effectively use permitting, development, and records-management software, including SmartGov.
• Professional verbal and written communication, strong customer service, and effective interpersonal and working relationships with customers, contractors, City staff, and other stakeholders.
• Possesses strong organizational skills (able to multitask), good written presentation skills, excellent verbal and written communication skills, and is detail-oriented.
• Proficiency with Microsoft Office and the ability to learn and effectively use new software applications and technology.
• Strong organizational skills and attention to accuracy, with the ability to manage records, multiple tasks, priorities, and deadlines while working effectively in a team environment.
• Diplomatic, trustworthy, creative, poised, and maintains confidentiality.
• Possesses strong critical thinking skills.