Administrative Assistant - Comm. Dev. & Planning

SUMMARY: Under the general supervision of the City Planner, this position provides administrative support to the operation of the Planning Division's Office by coordinating and completing numerous activities related to the City and its departments. Provides customer service internally and externally, assists with board and commission meeting processes, maintains records and databases, and provides clerical and support services as assigned. This full-time, non-supervisory position, which maintains regular business hours, may also be required to attend meetings/events in early mornings, evenings, on weekends, and holidays.

EXAMPLES OF ESSENTIAL DUTIES: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Maintains a variety of physical and digital files and documents; prepares and distributes correspondence, reports, memoranda, and other materials for the department; and provides notary services as needed.
• Assist with maintaining Department webpages.
• Provides general customer service; answers incoming phone calls and written inquiries from the public and other City staff; ascertains the nature of business and distributes as appropriate; greets and directs walk-in customers.
• Schedules conferences, meetings, and appointments; reserves conference rooms; and assist with access to facilities.
• Maintains the calendar for the department, facilities, and Department Head.
• Oversee Department purchasing tasks; manage supply inventory; contact vendors; prepare requisitions; prepare invoices for payments; maintains all purchasing records. May assist with departmental budget preparations and reporting.
• Assist with draft and review of various city board notices and agendas; updates the bulletin board and website with agenda postings and notices.
• Prepares the Council Chambers or other meeting facilities prior to regular City Council meetings; and assists with preparations for other City programs and events, as needed.
• Assist with transcribing recordings from meetings and obtaining information from staff and the public to prepare meeting minutes for the Council and various city boards.
• This position is considered Critical Personnel during a natural or manmade disaster and/or a catastrophic event. This position may be required to provide services or perform duties for the benefit of the public and the continuity of City operations. These may include services or duties different from those performed in the usual course and scope of this position.
• For purposes of business continuity, employees in this position are considered Essential Critical Infrastructure Workers, as defined by the Cybersecurity & Infrastructure Security Agency (CISA).
• Performs other duties, special tasks, and responsibilities as directed.

MINIMUM QUALIFICATIONS:

Education, Training and Experience Guidelines:

High school diploma or equivalent; AND three (3) years of progressively responsible secretarial and customer service experience; OR an equivalent combination of education, training, and experience.

Knowledge of:

• Department policies and procedures.
• General office and administration procedures.
• Accounting principles, practices, and procedures.
• Basic bookkeeping methods, practices, and procedures.
• Functions and activities of local government and the department.

Skill in:

• Establishing and maintaining effective working relationships.
• Operating a personal computer, standard software, and general office equipment.
• Communicating clearly, both orally and in writing.
• Maintaining records and filing systems.
• Advanced knowledge of Microsoft Office software, such as Word, PowerPoint, Excel, and Outlook, as well as the ability to learn and use