Administrative Assistant

CITY OF CAPE CANAVERAL

VACANCY 2025-17

Part-Time Administrative Assistant

Community & Economic Development

Salary Range:                      Wage range starts at $16.71 per hour/pay DOE

Hours:                                4 hours per day (M-F), 20 hours per week; some schedule flexibility with core hours from 12:00 p.m. to 2:00 p.m.

Benefits:                               Part-time employees will receive holiday pay when their normal work schedule falls on a one of the City’s 11 approved federal holidays.

Division/Department:         Community & Economic Development

Reports to:                           Community & Economic Development Director

Apply at:                            CapeCanaveral.Gov

The Part-Time Administrative Assistant provides daily administrative and customer service support across multiple divisions, including Resilience, Building, Planning, Code Enforcement, and the Director’s Office. As the primary receptionist for the Community & Economic Development Department, this position greets visitors, answers calls, and helps manage workflow allowing specialized staff (such as the Permit Technician and Code Enforcement Administrator) to focus on technical tasks. This role will also provide limited backup coverage for the permit technician function during absences or peak periods.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Customer Service & Front Desk

Serve as the department’s primary receptionist, answering calls, greeting visitors, and directing inquiries.

Provide courteous and knowledgeable information regarding departmental services, programs, and permitting procedures.

Respond to public inquiries with professionalism, cultural sensitivity, and clarity.

Administrative Support

Assist the CED Director and Section Heads with daily administrative tasks and correspondence.

Prepare, edit, and proofread documents, reports, and staff communications.

Maintain digital and physical filing systems; coordinate mail distribution and office supply inventory.

Support board and committee activities by assembling meeting materials, preparing agendas and minutes, and publishing notices.

Track delegated tasks and assist with project documentation.

Permitting & Technical Support

Provide backup coverage for the Permit Technician during absences or peak times.

Receive and review permit applications for completeness; distribute forms and explain minimum submission requirements.

Enter permit data into the City’s electronic permitting system (BS&A); track routing and status of applications.

Calculate and collect permit fees according to the City’s Schedule of Fees; issue receipts and reconcile payments.

Schedule inspections and respond to contractor and applicant questions regarding time frames and documentation.

Update contractor registration records and support license verification.

Public Communication & Outreach

Assist in updating department webpages, lobby displays, and bulletin boards.

Support CED-sponsored events and community workshops (e.g., Sea Oat Planting, Adopt-A-Program).

Educate customers on the permit process using layman’s terms and visual aids when needed.

Departmental Support and Special Projects

Assist with City capital project documentation, strategic plan updates, and budget process preparation.

Participate in process improvements and recommend enhancements to administrative workflows.

Maintains a strong commitment to the City of Cape Canaveral Organizational Values: City of Cape Canaveral Organizational Values

Other Duties as Assigned: Adaptability and willingness to perform other duties as assigned demonstrate flexibility and commitment to the department’s goals.

QUALIFICATIONS - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Appropriate accommodations will be provided for qualified individuals with disabilities to enable them to perform essential job functions. Reasonable accommodations will be provided to enable qualified individuals with disabilities to perform essential job functions.       

EDUCATION AND/OR EXPERIENCE

§ High school diploma or GED required; additional coursework in office administration, planning, or construction is a plus.

§ Two (2) years of administrative, clerical, or customer service experience, preferably in government or permitting.

§ Strong organizational skills, attention to detail, and the ability to multitask.

§ Excellent communication and interpersonal skills.

§ Proficiency in Microsoft Office (Word, Excel, Outlook, Adobe) and willingness to learn permitting software.

§ Ability to work collaboratively with staff, elected officials, and the public.

§ Ability to use social media.

PREFERRED

§ Experience using electronic permitting software.

§ Familiarity with planning, zoning, or development terminology.

§ Prior support for public boards or committees.