Student Veterans of America Jobs

General Purpose

Frequently the first point of contact for constituents, council members, and others interacting with the Planning, Building, and Engineering Divisions of the Community Development Department, the Administrative Assistant handles a variety of clerical, administrative, and public interfacing functions. This position provides critically important support to the Community Development staff and duties range from simple tasks to complex projects.

As part of a small team of employees who by necessity cross-train and back up each other, the Administrative Assistant will provide support and assistance to other administrative staff.

Performs a variety of tasks related to zoning, planning, building and engineering functions. Under general supervision this position is responsible for providing analytical and specialized administrative support to assist other staff members of the departments with complex details and advanced administrative duties. The work may sometimes be of a critical, sensitive, or confidential nature.

Reporting Relationships

Supervision Received: The Administrative Assistant works under the general supervision of the Community Development Director, with day-to-day management from the Planning Director.

Supervision Exercised: N/A

Essential Functions

While this position's priority is to provide general administrative support for the Community Development Department staff and services in City Hall, The Administrative Assistant will work with appropriate staff members to:

• Act as the first point of contact for general planning, building, and engineering related inquiries that do not require significant background or processing. 
• Occasionally attend evening meetings as needed. 
• Provide general administrative support to ensure that others are able to focus on their core responsibilities. 
• Receive and direct incoming telephone calls, email inquiries, and other communications that come into City Hall. 
• Understand the initial processing of development applications as necessary. 
• Assist with the administration of records retention policies and public notices and other correspondence. 
• Schedule meetings for Planning, Building, and Engineering Staff. 
• Proofread a diverse variety of reports, letters, memoranda, and statistical charts; independently compose correspondence related to assigned responsibilities; 
• Conduct research on a variety of topics when needed. 
• Prepare documents for use in Planning Commission or City Council meetings. 
• Prepare and maintain development applications and other established forms and be in compliance with code amendments. 
• Processing development permit applications. 
• Provide significant support in the preparation and administration of the assigned department budget; monitor expenditures including reviewing and processing purchase requisitions and purchase orders; recommend modifications or adjustments, as appropriate. 
• Prepare and compile agenda packets; take and prepare minutes if needed in Development Review meetings or other meetings; disseminate information as appropriate. 
• Coordinate and track training and travel arrangements for department staff or Planning Commission. 
• Maintain a calendar of activities, meetings and various events and aid in the coordination of activities with other City departments, the public, and outside agencies. 
• Enter information into specific database programs used to plan and prioritize work or track enforcement issues. 
• Responds to inquiries from the public and conveys information about services provided by the department. 
• Creates and maintains digital and/or paper filing and information retrieval systems. 
• Wor k with staff from other divisions and external sources to meet information and resource needs. 
• Coordinates and provides support to request-for-proposal and bid selection processes. Prepares documents, c pies of drawings and project materials and sets up contractor files for project and contract administration. 
• Maintains approved budgets including those for complex capital projects and grants, transaction records and audit trails, including those for special projects, contracted services and grant-funded activities. 
• Operates a variety of office equipment including copiers, scanners, and computers. input and retrieve data and text; organize and maintain digital data storage and filing. 
• Assist the Communications and Engagement Manager in efforts to populate the department website with relevant information and update as appropriate. 
• Research and evaluate published subject matter associated with proposed or existing programs or procedures. 
• Respond to zoning inquires; including written, phone, emails and counter inquiries. 
• Other duties as needed.

Required Knowledge, Skills, and Abilities

• Requires in-depth knowledge of office practices, procedures, and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. 
• Requires a basic knowledge of the policies and procedures associated with the assigned departments. 
• Requires a working knowledge of personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheets, presentation graphics, special applications used by the departments, and data entry into custom databases. 
• Requires sufficient math skills to perform financial and statistical record keeping. 
• Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. 
• Requires sufficient human relations skill to work cooperatively with diverse teams, exercise patience when dealing with external customers, and convey technical concepts. 

Must have a working knowledge of:

• Office administration practices and procedures, principles and practices of sound business communication, correct English usage, including spelling, grammar and punctuation. 
• Advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data; standard recordkeeping, filing, and purchasing practices and procedures. 

Requires the ability to:

• Independently perform the duties of the position. 
• Accurately take and transcribe notes and/or meeting minutes/recollections. 
• Communicate well both orally and in writing and maintain effective working relationships with other employees and the public. 
• Learn, interpret, explain and apply knowledge of municipal government and department organizations, operations, programs, functions, special terminology used in the organization unit, and agreements to relieve staff of a variety of administrative details. 
• Prepare spreadsheets, flyers, graphs and charts. 
• Learn and enter, import, and export data to and from databases within a reasonable time frame. 
• Work cooperatively with other city departments. 
• Work as contributing member of a team in a productive, patient manner. 
• Convey a positive image of the City and its services. 
• Learn other department jobs through cross training.

Minimum Qualifications

Education and Experience

• High school graduation or equivalent, and 
• Two (2) years of increasingly r esponsible administrative or office experience, and 
• One (1) year of experience in practical management applications and/or Planning and Code Compliance principles, or 
• An equivalent combination of education and experience.

Experience in a government setting is highly desirable, particularly that is specific to municipal organizations, ordinances, rules, policies, and procedures.

Special Qualifications

• Acts as a Notary Public

Working Conditions

The Planning