Administrative Assistant - Community Development

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.

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.

• 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 Civic Clerk.
• 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.

Supervision of other City Staff is not required of this position.

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

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

None.

• Knowledge of departmental policies, procedures, and practices.
• Knowledge of planning and zoning, construction terminology, and code enforcement is desirable.
• Skill in the…