Administrative Assistant - Planning and Development

SUMMARY:

The Administrative Assistant in the Planning and Development Department plays a vital role in supporting the department's day-to-day operations. This position requires exceptional organizational, communication, and problem-solving skills to ensure the department's efficient operation. The individual will collaborate closely with department staff, city officials, and external stakeholders to facilitate planning and development.

MINIMUM QUALIFICATIONS:

• Ability to work in the United States
• High school diploma or equivalent.
• Proficiency in using computers and mobile devices for data entry, report generation, and communication purposes.

EDUCATION:

• No specific education is required.

EXPERIENCE:

• One year of experience working in an office setting providing administrative support duties is preferred.

SUPERVISORY RESPONSIBILITIES:

This position does not have supervisory responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as the primary point of contact for internal and external inquiries, providing accurate and timely information on department policies, procedures, and projects.
• Assist in the preparation and distribution of public notices, press releases, and other communication materials.
• Work with other internal departments, external agencies, and community members to gather and disseminate information relevant to planning, development, building safety, and code compliance activities.
• Assist in project management tasks, including tracking timelines, milestones, and deliverables.
• Prepares project-related documentation such as permits, notices, agreements, etc.
• Coordinate with contractors, consultants, vendors, etc. to assist customers with projects.
• Assist the public and contractors with permits, license registration, and general information
• Works as an integral part of a team to fulfill the department portfolio.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge:

• Proven experience in an administrative role.
• Familiarity with database management and record-keeping systems.

Skills:

• Proficiency in using office productivity software (e.g., Microsoft Office Suite, Slack, file management, etc.)
• Excellent written and verbal communication skills, including the ability to prepare professional correspondence and reports.
• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.

Abilities:

• Must possess the ability to remain calm in stressful situations.
• Confident in establishing and maintaining working relationships with staff, public, contractors, and other governmental agencies
• Strong attention to detail and commitment to accuracy.
• Ability to work independently and collaboratively in a team-oriented environment.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully.

• Must be able to drive a motor vehicle.
• Must be able to climb ladders.
• Must be capable of lifting and handling weights of up to 50 lbs. without assistance.

While performing the duties of this job, the employee is frequently required to stand, walk, sit, talk, and hear. The employee is occasionally required to use their hands to feel, climb ladders, and balance. Must be able to stoop, kneel, crouch, and crawl. Specific vision abilities required by this job include close and distant vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK SCHEDULE:

The position requires working most of the time, Monday through Friday. Work hours are typically 8:00 am – 5:00 pm. Work on weekends may be necessary; however, it is not common.

WORK ENVIRONMENT:

A majority of the work for this position is performed in an office environment. The position will spend most of its time sitting at a workstation, performing tasks. Tasks include repetitive hand and wrist movements, such as typing or writing, responding to telephone calls, sitting for long periods, and using a personal computer.

Occasional walking, standing, bending, stooping, and crouching may be needed, but for the most part, the position is seated at a workstation.

TRAVEL REQUIREMENTS:

Travel for the position is considered minimal. There may be occasional travel required for training and certification maintenance. Also, some travel may be required to obtain supplies and equipment. For the most part, travel is local.

OTHER DUTIES:

Please note that this job description is not intended to be a comprehensive listing of all activities, duties, or responsibilities required of the employee in this job.

DISCLAIMER:

All job requirements are subject to revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat to their health and safety, or to the health and safety of other employees. Employees must follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an "at-will" basis.