Administrative Assistant--Planning (Community and Economic Development)

Administrative Assistant

The City of Maplewood is seeking a detail-oriented and service-minded Administrative Assistant to support the Department of Community and Economic Development with a primary emphasis on the Planning Division. This position provides direct administrative support to the Community and Economic Development Director, Assistant Community and Economic Development Director, planning staff, and serves as a key point of contact for residents, business owners, developers, and consultants navigating the city's land use processes and assistance programs. This individual also provides support to code enforcement and health services staff.

The Planning Division guides development and protects the environment through the review and management of new developments, subdivisions, redevelopment, code enforcement, health services, administration of the city's zoning and subdivision ordinances. The Planning Division makes recommendations to the Planning Commission, Community Design Review Board and City Council on land use, design and regulations. The Administrative Assistant makes that work possible coordinating the flow of applications, public notices, agendas, records and research that keep land use decisions accurate, timely, and legally defensible.

This is an excellent opportunity for a highly skilled administrative professional who enjoys work that is organized, deadline-driven and takes pride in being the person who keeps a busy division running. This position will also uphold the organizational pillars; exceptional service, a culture that supports and empowers people, and strong relationships.

Essential Duties and Responsibilities

• Provides administrative support for planning applications and projects, including processing applications, public hearing notices, neighborhood surveys, and general correspondence, as well as other department administrative tasks.
• Enters data to prepare correspondence, edit reports, forms, and agenda material; reproduces and distributes as requested.
• Coordinates City Council agenda items for the Community and Economic Development Department.
• Coordinates packets and drafts meeting minutes for the Boards and Commissions supported by Community and Economic Development, including: Planning Commission and Community Design Review Board.
• Assists with agenda items for the Economic Development Authority.
• Provides administrative support for code enforcement, including entering new complaints into property management software, routing to appropriate staff, and answering questions from the public.
• Provides service to the public by answering questions, assessing needs, explaining procedures, listening to concerns and referring to others if additional help is needed.
• Assists with scheduling and organizing community meetings.
• Provides administrative support to Community and Economic Development Director and Assistant Community and Economic Development Director.
• Prepares necessary billing documents, processes payments, and prepares reports for department budget.
• Maintains and updates the department website ensuring forms, handouts and general information are available, along with coordinating the availability of Commissions and Boards agendas for public viewing on the appropriate website.
• Oversees and maintains a comprehensive filing system including correspondence, applications, case files and other materials.
• Provides back-up administrative support for permits, inspections, and contractor licensing, as needed.
• Coordinates with economic development staff to assist with managing grants.
• Assists with coordination of planning division programs to support affordable and quality housing.
• Provides support for small area studies, comprehensive land use planning and ordinance updates.
• Assists with the ongoing maintenance of the Accela software system or other licensing/permitting software as needed.
• Performs other duties as needed or required.

Working Conditions

• Employees sit most of the time but may walk or stand for some periods of time.
• Sensory requirements include standard vision requirements, ability to express and exchange ideas and ability to hear information at normal spoken word levels.
• Physical Exertion (Pounds): Up to 10 - Frequent, Up to 25 - Never, Up to 50 - Never, Up to 100 - Never, 100 or more - Never
• Environmental Exposures: Work near moving mechanical parts - Never, Work in high, precarious places - Never, Toxic or caustic chemicals - Never, Outdoor weather conditions - Never, Extreme Cold, non-weather - Never, Extreme Heat, non-weather - Never, Noise Level - Moderate

Minimum & Preferred Qualifications

MINIMUM QUALIFICATIONS

• Three years of progressively responsible administrative experience
• High School Diploma or GED

DESIRABLE QUALIFICATIONS

• Work experience in municipal government
• Work experience in a planning division
• Experience with Accela or another permitting/licensing software

Benefits

Employees are an integral part of the overall success of the City of Maplewood. In service to its employees, the City offers generous employee benefits to support health and well-being, and work/life balance including medical, dental and life insurance, short-term and long-term disability, FSA and childcare reimbursement program, vision, mandatory retirement plan (PERA) and voluntary deferred compensation (employer matching contribution), a Community Center membership and a very successful wellness program. In addition, annual leave, personal holiday and holiday pay is also provided. Benefits eligibility can vary depending on employment status (full-time or part-time) and union/contract language. All benefit-earning employees are eligible for most benefits on their day of hire. Benefits Enrollment Guide available upon request and provided upon offer of employment.