job title:Administrative Assistant - Community and Economic
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Pay Range $23/hr - $25/hr
Position Purpose
Performs a wide variety of routine to moderately complex administrative support and customer service activities to assist the community development department in meeting its business needs.
Essential Job Functions
Provides routine to moderately complex administrative support including word processing, data entry, spreadsheets, copying, faxing, scanning, laminating and distributing mail for all department staff.
Provides the scanning duties necessary for all the development files located in the central file room, and any files provided by departmental employees.
Provides assistance for projects requiring large mailings.
Enters various applications into the TrakIt System (software for project and permit review).
Provides copies of plat maps using large format scanner and large format copier.
Supports Planners with various administrative tasks related to the development review process and/or Long Range Planning needs.
Compiles, maintains and updates various lists as necessary (i.e. homeowner's association, project list).
Creates and maintains permanent files for central file system. Files and retrieves data as requested. Makes recommendations for changes or improvements to processes.
Schedules pre-submittals and submittals for applicants.
Acts as first point of contact for customers of the Growth and Economic Development.
Provides assistance in answering public inquiries; listens to and directs citizens to proper individual/department.
Accesses TrakIt System to create or retrieve information to assist customers.
Attends training pertaining to the position.
Travels to and attends team and organizational meetings, training, events and activities and appropriately and professionally represents the department.
Other Job Functions
Performs other duties as assigned.
Knowledge Skills and Abilities
Responds to internal and external requests, relying on specialized knowledge of the department and a good understanding of the processes and workflow.
Ability to demonstrate considerable judgment, tact, discretion and confidentiality.
Proficient knowledge of office practices including word processing, database management, and spreadsheets.
Proficient written communication skills with the ability to effectively research, write, draft, edit and prepare final documents.
Ability to prioritize and coordinate executive level meetings, boards and task forces.
Ability to effectively communicate information, both verbally and in writing, to support organizational objectives and interact with all levels of personnel within the city in a positive and cooperative manner.
Three (3) years of general office/administrative experience including word processing, data entry, spreadsheets and financial accounting software.
Work Experience Preferred
Cash handling experience preferred.
Prior knowledge/experience working with zoning/planning or government preferred.
Other QualificationsPhysical Demands
Minimal physical effort typically found in clerical work. Primarily sedentary, may occasionally lift and carry light objects. Walking and/or standing as needed and minimal.
Hazards
Minimal exposure to hazards are typically found in general office environment where there is rarely to no exposure to injury or accident.