Administrative Assistant - Community Development

$19.15 - $22.50/hour, depending on Qualifications: FT employer-paid benefits package (Medical, dental, vision, life, paid time off, retirement, paid holidays)

Job Title: Administrative Assistant

Department: Community Development

FLSA Status: Non-Exempt

SUMMARY: Performs administrative and coordination duties supporting the Community Development Department’s Office of the Director, the planning and building divisions, and the engineering department. Administrative duties include, but are not limited to, routing incoming calls to appropriate staff members, managing calls to the director’s calendar, processing and recording department documents, scheduling appointments, and providing information to the public. This position is the primary public relations interface between the department and the public. Administers department financial functions and serves as the office manager in charge of files, records, reports, tracking, and overall administrative requests of staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The following are not to be construed as an exclusive or all-inclusive listing of skills and abilities required to perform the job. Management may delegate other responsibilities as required.

General Duties

• Demonstrates commitment to the City’s and the department’s mission, vision, values, and goals.
• Demonstrate competent knowledge of all applicable policies, codes, ordinances, regulations, and statutes.
• Assists in the formulation of department goals, objectives, and quality improvement initiatives.
• Support to the Director
• Maintains the calendar for the director and coordinates meetings with citizens and internal staff.
• Schedules meetings and appointments for the director
• Manages calls for the director.
• Assists the director in preparation for all meetings, including city council, CRA, and other board meetings
• Prepares letters, notices, and memos for the director.
• Coordinates travel arrangements for the community development director.
• Departmental Tasks
• Routing incoming calls to appropriate staff members.
• Assist walk-in customers.
• Prepares and finalizes department payroll.
• Initiates and assists in the annual budget preparation.
• Manages daily financial tasks (invoicing, purchase orders, and purchasing card).
• Compiles the department’s daily financial report and ensures it is delivered to the finance department.
• Maintains the board's/committee’s schedule
• Serves as the department’s public records request coordinator, works with the appropriate division(s) to retrieve and provide the records to the clerk’s office. Tracks and maintains records for all requests.
• Serves as the legal ad coordinator for the department, tracking meeting dates and required public notices. Ensures that legal ads and notices are complete, posted, and sent to publications.
• Serves as the bond coordinator for the department. Coordinates bond intake and tracks bond activity in compliance with city policies.
• Maintains the document/record system in accordance with city policy.
• Updates forms, as well as converts and update website with current documents, forms, links, and staff contact.
• Orders supplies and business equipment as needed.
• Maintains the internal phone list
• Support to Staff
• Assist planning staff with letters, notices, mailouts, and correspondence as needed.
• Uploads agenda items into CivicClerk.
• Assists in the preparation of monthly board meetings
• Assists staff with the preparation of reports, documents, legal notices, public inquiries, and letters of notification. Prepares mailouts and correspondence as needed.
• Other
• Performs other related duties as assigned.

SUPERVISORY RESPONSIBILITIES: Supervision of other City Staff is not required of this position.

QUALIFICATIONS

Education and Experience: High school diploma and three (3) years of work experience involving financial or municipal administration.

Licenses or Certifications:

Valid driver’s license required. Public Notary is desirable.

Special Requirements:

None.

Knowledge, Skills, and Abilities:

• Knowledge of departmental policies, procedures, and practices.
• Knowledge of planning and zoning, construction terminology, and code enforcement is desirable.
• Skill in the use of small office equipment, including copy machines and multi-line telephone systems.
• Skill in using computers for data entry, data management, and time management.
• Skill in using Microsoft applications, including Word, Excel, PowerPoint, and Publisher.
• Ability to communicate effectively with the public and coworkers.
• Ability to compare and/or judge the readily observable functional, technical, structural, compositional, or identifiable characteristics (whether like or divergent from obvious standards) of data, people, or things.
• Ability to communicate with people to convey or exchange professional information.
• Ability to read a variety of professional, technical, and administrative documentation, directions, instructions, methods, and procedures.
• Ability to produce reports with proper format, punctuation, spelling, and grammar, using all parts of speech.
• Ability to learn and understand subject matter principles and techniques.
• Ability to make independent judgments in the absence of supervision within the scope of respective job duties and tasks.
• Ability to acquire and expound on knowledge of topics related to primary occupation.
• Ability to utilize mathematical formulas; add and subtract, multiply and divide totals; determine percentages; and determine time and weight, and interpret the same as may be appropriate.
• Ability to inspect items for proper length, width, and shape.
• Ability to differentiate colors and shades of color.
• Ability to interact with people (staff, supervisors, the public, and elected officials) beyond giving and receiving instructions to include tactfully mediating conflicts and achieving positive results.
• Ability to perform under maximum stress when confronted with short deadlines, heavy workloads, conflicting interests, and high customer demand.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Must be physically able to operate a variety of essential job-related machines and office equipment. Must be able to move or carry essential job-related objects or materials.

CAREER DEVELOPMENT:

• Continuing Education (seminars, job-related coursework at post-secondary institutions, continuing education credits/CEU’s)
• Training (either as participant or trainer)
• Serving on city employee committees
• Involvement in relevant professional or technical associations
• Volunteering to take responsibility for special projects, cross-training activities

The City has the right to revise this description at any time. This

description does not represent in any way a contract of employment.

Job Details