Job Summary:

The Administrative Assistant II provides comprehensive administrative support to the Front Office. This position supports management, staff, and the public by responding to a wide range of needs in a timely, professional, and customer-focused manner. The role requires sound judgment, strong organizational skills, and the ability to manage multiple priorities. Responsibilities include various tasks that may include a variety of clerical and administrative activities, maintaining files and records, assisting customers with permit-related inquiries, supporting departmental operations, and providing backup support to the Administrative Team as needed. The Administrative Assistant II works closely with upper management.

General Responsibilities

• Demonstrates an overall understanding of the construction permitting process.
• Provides excellent customer service.
• Works effectively both independently and in a team-oriented environment.
• Demonstrates excellent organizational, verbal, and interpersonal skills.
• Manage time effectively to meet deadlines and handle multiple priorities.
• Exhibit excellent conflict management skills with patience, empathy, and professionalism.

Administrative and Operational Support

• Performs a wide variety of administrative and office support duties
• Provides direct administrative assistance to both division managers, including screening and responding to calls in a timely manner.
• Coordinates professional licensure, certification, continuing education, and training events for staff as needed.
• Serves as the primary point of contact for the inspection line.
• Contacts utility providers to coordinate new utility connections.
• Coordinate, organize, and schedule meetings with internal staff, other City departments, the public, and external agencies.
• Maintains calendars of activities, meetings, and events for departmental staff.
• Maintains various forms, records, reports, files, databases, spreadsheets, and logs to support the internal workflow for the department following established systems and protocols.
• Receives and screens visitors, phone calls, and emails correspondence.
• Makes, tracks, and reconciles departmental purchases as requested.
• Attend meetings as required.

Community Development Department Support

• Coordinates staff travel arrangements and prepares related expense reports; ensures accurate and timely submission of required documentation to the Finance Department.
• Prepares meeting agendas and/or meeting minutes as assigned.
• Host the Development Meetings upon request.
• Assist with seminars, including tracking attendees, ordering and managing food and refreshments, setting up venues, and supporting overall seminar coordination.
• Provide general administrative support to the department as requested.
• Supports the Administrative Team as needed.
• Performs other duties and special projects as assigned.

Minimum Qualifications:

• Highschool Diploma or GED required; may substitute education with additional experience
• 2-5 years of administrative or clerical experience
• Prior experience in a similar office environment (government, corporate, education, etc.)
• Experience supporting managers, departments, or teams

Preferred Qualifications:

• Associate's degree in business administration, office management, or a related field is often preferred

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.