ADMINISTRATIVE ASSISTANT

Administrative Support For Community Development Department

Serves as the primary administrative support for the Community Development Department, directly assisting the Community Development Director and Administrator. Under limited supervision, handles a wide variety of daily administrative functions and oversees the effective operation and management of the department's front office.

Major Duties:

• Oversee the effective operation and management of the Community Development Department's front office
• Serve as the primary point of contact for the department by screening calls, visitors, and correspondence; manages departmental records and filing systems; processes payroll, invoices, purchase orders, and requisitions
• Ability to prepare meeting agendas and draft meeting minutes
• Obtains and maintains Notary Public certification as required for the position
• Occasional Monday night availability to assist with Community Development related Board & Commission meetings
• Coordinate and manage Board & Commission meeting packets
• Ability to draft and edit correspondence, memorandums, and reports for the Director & Administrator; responds to routine inquiries; and coordinates meetings and schedules
• Manage various meeting notifications and cancellations.
• Help coordinate responses to Sunshine Law requests, ensuring timely and compliant release of public records and information
• Manage the scanning, digitization, and archiving departmental records, including meeting minutes, planning files, building permits, and other official documents
• Receives and processes various applications
• Assists with building permit intake and processing; issues permits within established parameters and in accordance with departmental approvals
• Maintains regular and predictable attendance and punctuality.
• Maintains and reconciles departmental petty cash in compliance with City policies.
• Builds and maintains positive working relationships with City staff, stakeholders, and the public while supporting a respectful and collaborative work environment.
• Performs other duties as assigned.

Knowledge Required by the Position:

• Excellent customer service and communication skills, both verbal and written.
• Knowledge of basic public administration principles, city policies, and departmental procedures.
• Strong proficiency with common office software, including word processing (Word), spreadsheets (Excel), and ability to learn the city's cloud-based software to manage departmental operations (Central Square)
• Good organizational and planning skills.
• Ability to research, analyze information, and prepare clear reports.
• Ability to explain policies and procedures clearly to staff and the public.
• Skill in following instructions and handling multiple tasks accurately.
• Comfort operating standard office equipment (computers, printers, copiers, phones, etc).

Minimum Qualifications:

• Ability to read, write, type, and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
• Sufficient experience to understand the basic principles relevant to the major duties of the position; usually associated with the completion of an apprenticeship/internship or having had a similar position for one (1) to two (2) years.
• Knowledge and level of competency are commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.