POSITION SUMMARY

Under direction, performs administrative work for the Department of Planning & Development, the Planning and Zoning Commission, Board of Adjustment and Architectural Review Board. Serves as an initial point of contact with the public, answering multi-line phones and greeting, assisting, directing, and serving the public on a daily basis.

Work Schedule: Part-time 20-hour position (12pm – 5pm)

PRINCIPAL DUTIES AND RESPONSIBILITIES

The following duties, responsibilities and expectations are not necessarily limited to the following and are not enumerated in any order or priority. At any particular time, the frequency or duration with which one or more of the following specific duties is performed may vary widely.

1. Provide administrative support to Director of Planning & Development/Assistant City Administrator, Building Official, as well as other Planning & Development staff.

2. Assist with scheduling, coordinating, and facilitating administrative functions for the Building Division, with the City’s on-line permitting software, and Boards and Committees as needed; track inventory and maintain sufficient supplies for the Department; maintain permits, handouts and brochures for public use.

3. Provide extensive customer service to department and city customers in person and by phone.

4. Acquire and maintain adequate knowledge of all city departments to assist callers and visitors in meaningful ways; ability to handle complaints and concerns without assistance from others.

5. Help maintain department databases and related documentation for tracking and reporting on occupancy permits, escrow, and related services.

6. Acquire and maintain adequate knowledge of departmental permit and inspection software.

7. Perform permit related responsibilities such as issuance, payment receipt, tracking, scanning/saving, address file creation, permit and inspection data entry.

8. Assist the Planning & Zoning Commission with scheduling and agenda preparation setup as well as attend evening Planning & Zoning meetings as needed.

9. Coordinate with Finance Department on accounts payable and receivable, depositing funds, and other finance related tasks.

10. Design and update department materials and publications with guidance from the Communications Manager.

11. Other job-related duties as assigned.

SKILLS, KNOWLEDGE, AND ABILITIES

1. Proficient in MyGOV permitting software within six (6) months of date of hire.

2. Ability to provide instructions in a user-friendly way.

3. Knowledge of computers and standard office equipment and practices.

4. Proficient in MS Office suite of applications including Excel and Word.

5. Knowledge of accounts payable and cash transactions.

6. Knowledge of city operations, rules and regulations required within six (6) months of date of hire.

7. Must possess excellent typing, grammar, and spelling skills.

8. Ability to manage several tasks concurrently, moving quickly from one task to another and prioritize duties.

9. Must possess strong attention to detail.

10. Must possess a pleasant personal demeanor and courtesy in receptionist duties.

11. Ability to work under general supervision and proceed alone on regular duties.

12. Ability to manage phone system operation and a quantity of incoming calls.

13. Ability to perform a variety of secretarial duties including arithmetic computations.

14. Ability to transcribe dictation accurately.

15. Ability to read and comprehend instructions, correspondence, and memos.

16. Ability to write complex and technical correspondence.

17. Ability to effectively present information in one-on-one situations to the general public and fellow employees.

18. Ability to perform effectively with multiple interruptions and distractions without losing focus on exceptional customer service.

19. Ability to diplomatically and tactfully deal with irate or upset customers and visitors.

MINIMUM EDUCATION, CERTIFICATION AND EXPERIENCE REQUIREMENTS

1. High school graduate or GED equivalent.

2. Minimum of three years administrative support experience with emphasis in customer service.

PREFERRED QUALIFICATIONS – EDUCATION, CERTIFICATION, AND EXPERIENCE

1. Associates Degree

PHYSICAL WORK DEMANDS/WORK ENVIRONMENT

1. While performing the duties of this job, the employee is consistently required to talk and hear.

2. The employee is frequently required to sit and use hands to finger, handle or feel objects or controls.

3. The employee is occasionally required to stand, walk, reach with hands and arms, balance, stoop, kneel or crouch.

4. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this.

EQUIPMENT USED TO PERFORM THE JOB

Personal Computer, Telephone, Copier, Credit Card Terminal.

The above statements are intended to describe the general nature and level of the work being performed. They are not intended to be construed as an all-inclusive list of all duties, responsibilities and skills required for the position.

Job Type: Full-time

Pay: $18.66 - $19.79 per hour

Expected hours: 20 per week

Work Location: In person