Accounting, Administrative Skills, Billing, Calendar Management, Communication Skills, Customer Relations, Customer Support/Service, Detail Oriented, Financial Services, High School Diploma, Legal Documents, Meeting Minutes, Microsoft Excel, Microsoft Office, Multitasking, Office Equipment, Organizational Skills, Payroll Administration, Prepare Correspondence, Presentation/Verbal Skills, Purchase Orders, Software Administration, Team Player, Time Management, Time Tracking, Typing, Word Processing
The City of Johnson City is seeking a highly organized, customer-focused Administrative Specialist II to join our Building Services Department. This position provides administrative, clerical, financial, and customer service support to the department while assisting staff, contractors, vendors, and the public. The ideal candidate is detail-oriented, enjoys working in a fast-paced environment, and can effectively manage multiple priorities with professionalism and accuracy.
What You'll Do
As an Administrative Specialist II, you will:
- Provide administrative support to the Building Services Department, including Permit Technicians, Trades Inspectors, Code Enforcement Officers, the Chief Building Official, and the Department Director.
- Prepare correspondence, reports, agendas, meeting minutes, permits, invoices, purchase orders, payroll records, and other departmental documents.
- Assist with budget preparation, financial recordkeeping, invoices, requisitions, and payroll-related documentation.
- Serve as the first point of contact for citizens, contractors, vendors, and visitors by providing exceptional customer service in person, by phone, and through email.
- Assist with permit applications, inspection requests, certificates, and other permitting functions.
- Coordinate board meetings by preparing agendas, meeting materials, notifications, presentations, and recording official meeting minutes.
- Maintain departmental calendars, filing systems, records, contracts, and electronic databases.
- Update and maintain departmental software and online platforms, including CityView, iCompass, NextRequest, SeeClickFix, and the City website.
- Process legal documents, court filings, and other departmental records.
- Track employee time records and assist with payroll administration.
- Support special projects, department events, and other administrative functions as assigned.
Attendance at monthly meetings after regular business hours is required.
What We're Looking For
The successful candidate will have:
- Strong organizational skills and exceptional attention to detail.
- Excellent customer service and communication skills.
- The ability to manage multiple tasks while meeting deadlines.
- Knowledge of office procedures, recordkeeping, and basic accounting practices.
- Proficiency with Microsoft Office, particularly Excel, and the ability to learn specialized software applications.
- The ability to work independently while contributing to a collaborative team environment.
Minimum Qualifications
- High school diploma or equivalent required.
- College coursework in business, accounting, office administration, customer service, or a related field is preferred.
- A minimum of three (3) years of progressively responsible administrative or clerical experience, or an equivalent combination of education, training, and experience.
- Demonstrated proficiency in typing, word processing, office equipment, and written and verbal communication.
- Pre-employment physical, and background check required.
Why Join the City of Johnson City?
Join a team dedicated to serving our community through professionalism, collaboration, and excellent customer service. The City of Johnson City offers competitive pay, excellent benefits, opportunities for professional development, and a positive work environment where your contributions make a difference.
Apply today and become part of a team committed to building a stronger Johnson City!
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