INTERMEDIATE LEVEL

Describe a time when you had to assist with processing applications or permits.

Sample answer to the question

A time when I had to assist with processing applications or permits was when I worked as an administrative assistant at a local government office. I was responsible for helping applicants fill out the necessary forms and collecting all the required documents. I would review the applications for completeness and accuracy before submitting them for processing. Additionally, I would communicate with applicants to provide updates on the status of their applications and answer any questions they had. My attention to detail and strong organizational skills allowed me to ensure that all applications were processed efficiently and accurately.

A more solid answer

During my time as an administrative assistant at a local government office, I had the opportunity to assist with processing applications and permits. One particular instance that stands out is when we received a high volume of applications for a new housing development project. It was crucial to handle these applications efficiently and accurately to ensure the project moved forward smoothly. I meticulously reviewed each application, verifying that all required documents were included and that the information provided was accurate and complete. I communicated with the applicants to request any missing information or clarification and provided regular updates on the progress of their applications. Thanks to my strong organizational skills and attention to detail, I was able to maintain a well-organized system for tracking the applications and their status. As a result, all the applications were processed within the required timeframe, and the housing development project proceeded as planned.

Why this is a more solid answer:

The solid answer includes specific details about the candidate's experience and the outcome of their assistance with processing applications or permits. It also highlights the candidate's skills in organizational skills, attention to detail, communication skills, ability to follow procedures, and customer service. However, it can be further improved by providing more information on the candidate's experience handling confidential information and their proficiency in using standard office software and tools.

An exceptional answer

As an administrative assistant at a local government office, I played a vital role in processing applications and permits. One notable experience was when our department received a surge in applications for business permits during a peak season. The influx of applications required efficient handling to ensure timely processing. To streamline the process, I implemented a digital application system that allowed applicants to submit their documents online. I created a thorough checklist for applicants to follow, ensuring all the necessary information and supporting documents were included. This reduced errors and missing information in the applications. In addition, I developed a tracking system that enabled easy monitoring of each application's progress and ensured compliance with legal and regulatory requirements. I also provided exceptional customer service by promptly responding to inquiries and assisting applicants in completing their applications. Thanks to my attention to detail and proficiency in using office software, I was able to maintain accurate records and ensure that all applications were processed within the designated timeframes. The department received positive feedback from applicants regarding the streamlined process and improved efficiency. This experience showcased my ability to handle large volumes of applications, implement innovative solutions, maintain confidentiality, and deliver outstanding customer service.

Why this is an exceptional answer:

The exceptional answer goes above and beyond by providing specific details about the candidate's experience and the outcome of their assistance with processing applications or permits. It demonstrates the candidate's skills in organizational skills, attention to detail, communication skills, ability to follow procedures, customer service, and their ability to innovate and improve existing processes. It also highlights their proficiency in using office software and tools. The answer showcases the candidate's ability to handle a surge in applications, implement digital solutions, maintain accurate records, and deliver exceptional customer service. It addresses all the evaluation areas and aligns perfectly with the job description.

How to prepare for this question

Review your experience with processing applications or permits and identify specific examples that highlight your skills and achievements.
Familiarize yourself with relevant government procedures, laws, and regulations to demonstrate your knowledge and understanding of the field.
Highlight your ability to handle confidential information with integrity and emphasize your commitment to maintaining confidentiality.
Practice providing clear and concise explanations to inquiries from the public, showcasing your communication skills and ability to provide accurate information.
If you have experience handling large volumes of applications, highlight your ability to stay organized, prioritize tasks, and meet deadlines.
Consider any opportunities you have had to streamline processes or implement innovative solutions to improve efficiency in application or permit processing.

What interviewers are evaluating

Organizational skills
Attention to detail
Communication skills
Ability to follow procedures
Customer service