Community Development Executive Assistant

Job Description

Job Description

THE CITY OF PORTALES, NEW MEXICO

POSITION POSTING #2026-18

POSITION:                    COMMUNITY DEVELOPMENT EXECUTIVE ASSISTANT        
DEPARTMENT:             COMMUNITY DEVELOPMENT                        
STATUS:                        EXEMPT
REPORTS TO:              COMMUNITY SERVICES DIRECTOR
SHIFT:                           REGULAR – 40 HOURS PER WEEK
SALARY:                      MINIMUM $33,396 – MAXIMUM $65,169 ANNUALLY DOQ      

GENERAL DESCRIPTION:

Under limited supervision, the Community Development Executive Assistant provides advanced administrative, operational, and technical support to the Community Development Director and plays a key role in the oversight of the Planning & Zoning Division and Code Enforcement program. This position serves as the primary Planning & Zoning administrator and supervises the Code Enforcement Officer, ensuring consistent application of municipal codes, zoning regulations, and development standards.

 
TASKS AND RESPONSIBILITIES:

Although the following are typical of the tasks and responsibilities routinely performed, additional duties and/or responsibilities requiring comparable or lesser skills, knowledge, or dexterity may be assigned.  The primary responsibilities shall be regulated by the Department Head and are not listed in any order of primary job function.

 

• Serve as the Planning & Zoning Administrator, including meeting with the public to provide guidance on zoning, land-use regulations, permitting processes, and development requirements.
• Review, process, and track planning-related applications, site plans, variance requests, special use permits, re-zoning applications, and subdivision proposals.
• Prepares and posts required public notices in compliance with legal timelines and municipal regulations.
• Prepare staff reports, presentations, and materials for Planning & Zoning Commission meetings; attend and present items at all Commission meetings.
• Collaborate with the Clovis permitting office and other regional agencies to coordinate development review and permitting workflows.
• Identify, document, and assist in resolving zoning and land-use violations.
• Approve timecards, time‑off requests, modifications to work hours, and correct timesheet errors as required.
• Attend City Council meetings and other public or interdepartmental meetings on behalf of the Director.
• Act as the department’s decision‑making authority when serving as designee; address operational issues, communicate with staff, and represent the department as needed.
• Exercise temporary signatory authority, participate in leadership meetings, and carry the Director’s work phone during periods of absence.

KNOWLEDGE, EXPERIENCE, AND SKILLS:

 

1. High school diploma or GED required. Associate’s degree in business administration, public administration, or related field preferred.
2. Must comply with the Dept. of Homeland Security requirements for employment and be at least 18 years of age.
3. Two or more years related experience demonstrating the ability to maintain operational integrity, support department projects, and provide administrative support to a manager or department preferred.
4. Ability to learn local, state and federal laws and procedures, especially those specific to Planning and Zoning functions.
5. Strong attention to detail and accuracy, with good organizational skills and the ability to work on a variety of assignments in a busy multi-tasked office. 

1. Ability to create, compose and edit written material and work independently

1. Knowledge of basic grammar, spelling, and mathematics, and basic secretarial reference materials and resources.

1. Strong interpersonal and communication skills and the ability to work effectively with a wide range of people in a diverse community.
2. Maintain cooperative professional relationships with customers, peers, supervisors, managers and the community in general, while projecting professional image through in-person and telephone interactions.

WORK ENVIROMENT:

Work is performed in an office environment.  Noise level could be quiet to moderate in work environment. Most of the time is spent in a seated position.  Work entails keyboarding and manual dexterity, and also entails regular reaching, stretching, and lifting of standard supplies and materials.

WORK SCHEDULE :

The regular work week is Monday through Friday, 8:00 a.m. to 5:00 p.m. with one hour off for lunch.  Additional time may be required after regular hours.  Schedule to be established by supervisor.

PHYSICAL REQUIREMENTS:

1. Must sit for extended periods of time, stand, or walk, as necessary.
2. Must stretch, reach, or lift objects or materials that may be up to 25 pounds in weight.
3. Must perform multiple tasks requiring manual dexterity at the same time.
4. Ability to crouch and/or kneel.
5. Must write legibly, speak clearly and concisely.
6. Must hear, understand, and respond to verbal information in person, by phone, including
difficult to understand callers in a courteous and professional manner.
7. Ability to coordinate use of hands, eyes, and one or both feet in operation of automobile, as well as
various office equipment.
8. Must see, read, and understand written information and instructions.
9. Must think and apply judgment, discretion, and initiative in accomplishing work.
10. Must engage in interpersonal interactions and complaints that could be stressful or sensitive in
nature

TRAVEL REQUIREMENTS:

1. Limited travel – ability to travel for meetings and training may be required.
2. Overnight travel may be required.

PRE-EMPLOYMENT REQUIREMENTS:

1. Must pass a background investigation including work history, criminal records, driving records and
other records deemed necessary.

CONDITIONS OF CONTINUED EMPLOYMENT:

1. Candidates must have and maintain a satisfactory driving record and insurability in accordance with the       City’s insurance carrier.

DEADLINE TO SUBMIT REQUIRED APPLICATION: First review of applicants is by 4:30 p.m. July 8, 2026, then weekly thereafter. Position to remain open until filled

The City of Portales is an Equal Opportunity Employer and Drug Free Workplace.

I have read and understand the above position specifications for Community Development Executive Assistant.  I understand the demands and expectations of the position described and to the best of my knowledge, believe I can perform these duties.

Applicant Signature                                                                               Date                           

 

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