Under the general supervision of the Director of Community Development, this position provides high-level administrative support to the Community Development Department, including but not limited to the Building Inspections Department, maintaining calendars, arranging meetings, completing procurement expense reports; and performing other administrative duties as assigned.
Essential Job Functions & Other Important Duties
- Answers telephone calls and greets visitors: ascertains and tracks nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary;
- Act as primary support for the Community Development Department, scheduling meetings, and preparing and distributing agenda packets and supporting materials;
- Adheres to assigned work schedule and department attendance policies and procedures, attends all meetings as required for the purpose of recording and preparing meeting minutes;
- Coordinates open records requests process for Public Information Requests and provides record drawings to public as needed;
- Copies and distributes forms, reports, correspondence, and other documentation;
- Coordinates all training, conferences and/or travel arrangements, prepares per-diems, travel advances and claims;
- Orders and maintains necessary inventory of office supplies for all personnel; processes department mail;
- Coordinates department functions, meetings and events;
- Provides assistance or backup coverage for other employees or departments as needed;
- Receives payment of various fees or services: records transactions and issues receipts; posts payments into computer; balances revenues and forwards revenues as appropriate;
- Complies with all written City policies and procedures;
- Maintains, processes and updates various record retention files and documents; and logs and coordinates destruction according to State of Texas guidelines;
- Assists with processing requests for public information of department records;
- Provides support in the creation and tracking of bi-weekly and monthly statistical reports for the Community Development Department;
- Notarizes documents for public, city officials and employees;
- Performs such other related duties as may be assigned;
(Note: The examples of essential functions as listed in this class specification are not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning specific duties not listed herein if such functions are a logical assignment to the position.)
Job Requirements
Training and Experience:
- Knowledge of city development related regulations, codes, and ordinances or the ability to readily acquire such knowledge.
- Skill in both written and oral communications for effective expression of concepts and clarity in information dissemination.
- Skill and knowledge in data collection of standard sources, methods and techniques.
- Knowledge of planning and zoning terminology and basic practices; building permit terminology, city organization, policies, and procedures.
- Skill in office procedures, methods and equipment including computers using applications such as word processing, spreadsheets, and databases.
- Ability to demonstrate proficiency in both oral and written communication.
- Ability to operate computer using standard word processing, spreadsheet and database software, graphic and desktop publishing, presentation software.
- Ability to maintain budget accounts and prepare reports.
- Ability to organize facts and present them in a clearly written or graphic form; interpret maps; prepare records, reports, and correspondence neatly and accurately.
- Ability to establish and maintain effective working relationships with supervisor, support staff, co-workers, the public, developers, consultants and outside agencies.
- Ability to organize and review work for efficient results and accuracy.
- Ability to exercise independent judgment in both routine and non-routine situations.
Certifications and Licenses
- Notary Public Certification, or the ability to obtain same within six (6) months of employment.
- Valid Texas Driver's License.
