Skilled clerical and administrative work in assisting the Division of Planning and Zoning in the Public Works Department and its boards and commissions to discharge the duties of the office and all other related work as required.
Performs a variety of responsible duties requiring working knowledge of departmental operations capable of exercising sound judgement in assisting general public and in referring individuals to proper departments; ability to transcribe and type variety of correspondence, documents and forms; able to organize and maintain filing systems.
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In addition to the above listed responsibilities, duties of the Administrative Assistant shall include several of the following tasks for those respective departments that require such duties:
- Assists in responding to citizen's complaints; assists public in completing applications and/or forms.
- Attends Board meetings and prepares agenda and minutes of meeting as required for the Board of Adjustment and Planning Commission (Under the direction of the Planning and Zoning Officer).
- Accepts and processes permits and applications; performs data entry functions for related departmental assignments.
- Capability of cross training and will assist in other duties to support the department.
- Maintains computer spreadsheets and databases for subdivision plans, Zoning Certificates and Planning Commission applications.
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Provide administrative support to the Planning Commission and Board of Adjustment.
- This position is expected to attend evening meetings of both the Planning Commission and Board of Adjustment which would be up to two meetings per month.
- Performs other duties as assigned.
- Excellent verbal and written communication skills.
- Ability to deal tactfully and appropriately with the general public and departments to assist others in an effective manner.
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Excellent organizational skills and attention to detail.
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Excellent time management skills with a proven ability to meet deadlines.
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Ability to function well in a high-paced and at times stressful environment.
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Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
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Able to type minimum of 50 words per minute.
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Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
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Preferred Associates degree, including courses in secretarial skills, business, or related fields, three years responsible experience in secretarial or bookkeeping/accounting work; or equivalent of 15 credits towards associated degree in related field with minimum three years' experience.
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Or an equivalent combination of education and experience.
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Municipal administrative experience preferred.
- Transferable skills will be considered.
- Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times. Light physical effort required in performing duties under typical office conditions.