Share Email Opening Title Administrative Assistant I - Code (Seasonal)  Open Date 7/19/2019   Full-Time/Part-Time Seasonal   Exempt/Non-Exempt Non-Exempt   Bargaining / Non-Bargaining Non-Bargaining   Division Community Investment   Location Neighborhoods/Neighborhood Services & Enforcement   Reports To Deputy Director of Code Enforcement   Schedule 25 hours/week for a maximum of 6 months; Monday-Friday, 8:00 am-1:00 pm. Hours may vary based on operational needs.   Pay Rate $12.00-$15.00/hr.   Description SUMMARY The Administrative Assistant I performs administrative and office support activities for the Code Enforcement department including customer service, word processing, data entry, processing payments, creating reports, addressing public document requests, and filing. This position will work directly with the Rental Safety Verification Program (RSVP) and with tenants, landlords and inspectors. SUPERVISION EXERCISED Not applicable. ESSENTIAL DUTIES AND RESPONSIBILITIES This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected. • Answers telephones, thoroughly screens calls, and directs related requests to the proper person. • Greets all visitors at the front desk/reception area, answering their questions and assisting as required. • Takes citizen complaints or requests and refers to appropriate case management software or inspector. • Manages the calendar of those inspectors assigned to the Rental Safety Verification Program. • Inputs responses from complaint forms into the computer. • Coordinates file scanning initiative and other modernization activities as needed. Performs other typing, filing, and office tasks as assigned. • Logs complaints into the computer and distributes outgoing work to the inspectors. NON-ESSENTIAL DUTIES AND RESPONSIBILITIES • Perform related duties and fulfill responsibilities as required. QUALIFICATIONS To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   Position Requirements EDUCATION AND/OR EXPERIENCE • High school diploma or equivalent education required. Associates degree and/or paralegal certificate/training program desired. • At least two years’ administrative support experience gained in a high-paced office environment required. KNOWLEDGE, SKILLS AND ABILITIES PREFERRED • Significant computer skills and high degree of MS Office knowledge, including but not limited to Word and Excel. • Familiarity with SharePoint is a plus. • Ability to type accurately at the rate of 60 words per minute. • Ability to deal tactfully with all persons on the telephone and in person. • Ability to systematically collect and analyze data. • Strong problem solving skills, a high attention to detail, and an enthusiasm for teamwork. • Ability to learn new software and technology. • Bilingual language skills strongly preferred. CERTIFICATES, LICENSES, REGISTRATIONS • Valid Driver’s License required. EQUIPMENT Desktop or laptop computer; landline and cellular; facsimile machine; copier, and scanner. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is occasionally required to walk; use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus. WORK ENVIRONMENT Standard office setting with some travel from site to site. Some exposure to noise, dust, grease, smoke, fumes, noxious odors, gases, and all types of weather and temperature conditions; work and/or walk on various types of surfaces including slippery or uneven surfaces and rough terrain. Work environment is both formal and informal, team oriented, having variable tasks, pace, and pressure.   Required   About the Organization South Bend is the economic, educational, media, and cultural hub of a multi-county region spanning the Michigan-Indiana border. It's the fourth-largest city in Indiana with over 100,000 residents. South Bend's flourishing collegiate community and burgeoning tech industry have built upon the foundation of the city's industrial past to create a vibrant present and a promising future. The city's 14 institutions of higher learning, including the internationally renowned University of Notre Dame, infuse South Bend with creative energy in the arts, business, and technology. Combined with recent economic growth, strong neighborhoods, an affordable cost of living, exciting recreational opportunities, and thriving arts venues make South Bend a fabulous place to live, work, and, play. ***AmeriCorps, Peace Corps, and other national service alumni who meet the required qualifications are encouraged to apply.***   EOE Statement EOE/ADA Statement The City of South Bend provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application/hiring process should contact the Legal Department's ADA Compliance Officer, Michael Schmidt, at legaldept@southbendin.gov and Human Resources at humanresources@southbendin.gov to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis. The City of South Bend seeks to attract, develop, and retain the highest quality public safety officers, staff and administration. The City of South Bend is an Equal Opportunity Employer, and is committed to building a culturally diverse workplace. We strongly encourage applications from underrepresented candidates and others that will enhance our community in compliance with EO No. 1-2016 Section 1. Moreover, the City of South Bend prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).   This position is currently not accepting applications. 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