Administrative Assistant II - Development Services

The Administrative Assistant to the Development Services Department plans, coordinates and performs administrative duties to support the director, department, multiple boards and commissions, and major projects. Duties include preparation of minutes, correspondence, records management, contract administration, report preparation, agenda bills, and grant applications for the director, building official, and planners, and provision of information to the general public. Work activities involve multiple skills and may include, but are not limited to, any or all of the following depending on area of assignment, operational necessity, emergency services, special projects, and seasonal factors.

• Greet visitors and respond to phone and electronic inquiries; provide general information regarding department services, permitting processes, public records, and other routine matters.
• Direct inquiries to appropriate staff as needed.
• Provide courteous and professional customer service to the public, City staff, and outside agencies.
• Provide administrative support to department staff, including preparing mailings, scheduling meetings, coordinating calendars as assigned, and assisting with travel arrangements and training registrations.
• Prepare routine correspondence, forms, reports, and other documents from drafts or templates; proofread and format materials for accuracy and completeness.
• Assist with preparation and distribution of public notices and other routine documents in accordance with established procedures.
• Maintain and organize paper and electronic files, including project and contract records.
• Assist with maintaining department records in compliance with retention guidelines.
• Update department website content as directed.
• Compile information and basic data for reports as assigned.
• Provide clerical support to boards and commissions as assigned, including preparing agenda packets, posting notices, attending meetings to take minutes, and preparing draft meeting minutes for review.
• Ensure materials are assembled and distributed according to established timelines and procedures.
• Process invoices and assist with accounts payable functions in accordance with established procedures.
• Route and track timesheets; maintain leave calendars and other tracking logs.
• Assist with tracking employee certifications, licenses, memberships, and training records.
• Provide routine support in compiling information for budget preparation and grant documentation.
• Provide basic administrative support for permitting activities, including application intake, document processing, and routing materials to appropriate staff.
• Provide backup assistance to permitting staff as assigned.
• Assist staff with routine office equipment and software issues; submit help desk requests when needed.
• Maintain office supply inventory and coordinate ordering.

• Attend various workshops, continuing education meetings, seminars, and conferences.
• Perform other duties and responsibilities as assigned.

• Knowledge of business English, spelling, grammar, punctuation, and basic mathematics; ability to prepare, format, and proofread routine correspondence, forms, and reports from drafts or templates.
• Working knowledge of standard administrative and clerical practices and procedures.
• Ability to learn and apply basic knowledge of departmental functions, procedures, terminology, and general planning and building processes sufficient to provide routine administrative support.
• Ability to establish and maintain professional and cooperative working relationships with supervisors, co-workers, other departments, and the public while providing courteous customer service.
• Ability to prioritize assigned tasks, follow established procedures, and perform work with general supervision; ability to apply policies and procedures to routine situations and refer non-routine matters to appropriate staff.
• Ability to operate a personal computer using standard office software (e.g., word processing, spreadsheets, email, document management systems) and other common office equipment; ability to learn…