Engineering, Planning and Zoning Administrative Assistant

Engineering, Planning and Zoning Administrative Assistant

Apply for the Engineering, Planning and Zoning Administrative Assistant role at the City of Box Elder.

This position is responsible for providing high-level administrative support to the Engineering, Planning, and Zoning Departments. This position facilitates the efficient operation of the departments by performing a variety of clerical and administrative tasks.

This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

• Provides administrative support and assistance to the City Engineer and PZ Director by performing clerical and administrative duties including drafting letters, emails, memos, and preparing invoices, reports, and other documents.
• Receives phone calls, emails, and other forms of communication, effectively relaying messages, and information for the department.
• Prepares, updates, and maintains department(s) electronic and hard files.
• Prepares agendas, schedules, and minutes for various meetings.
• Responsible for maintaining the comprehensive capital improvement plan timeline and assisting with basic project management. Communicates updates to stakeholders as directed by the City Engineer.
• Coordinates activities performed within the department(s), including records management and accounting functions. Assists in tracking critical information for the department which includes payment vouchers, contracts, permits, invoices, and certifications.
• Creates and processes purchase orders, construction pay applications, and professional service invoices for the department.
• Additionally assists the Grant Writer/Administrator by researching and identifying potential grant funding opportunities.
• Assists with tracking grant status and communicates updates to the Grant Writer/Administrator and the City Engineer.
• Coordinates communication and manages logistics with external partners.
• Uses computer software to develop and manage databases and/or spreadsheet files and to develop special report formats.
• Gathers information, drafts documents, and assists with preparing presentations for project proposals.
• Promotes and supports the overall mission of the City by demonstrating courteous and cooperative behavior when interacting with the public and staff; acts in a manner that promotes a harmonious and effective workplace environment.
• Performs related duties as assigned.

Guidelines include city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and/or ability required.

High School Diploma/GED; AND at least two (2) years of administrative support experience; OR an equivalent combination of education, training, and experience.

• Valid driver's license.

• Use of specified computer applications involving word processing, data entry and/or standard report generation, the design and management of databases or spreadsheet files, and the development of special report formats.
• Business arithmetic, applicable statutes, and government regulations.
• Business letter writing and professional document formatting.
• Record-keeping principles and practices.
• Standard administrative practices and procedures, including filing and the operation of standard office equipment.
• Effective interpersonal and customer service techniques for building rapport and delivering excellent service, both in person and over the phone.
• Computer applications and software related to the work.

• Performing technical, specialized, and complex office support work.
• Interpreting and communicating complex rules, policies, and procedures.
• Organizing and maintaining departmental files and records.
• Prioritizing and organizing work effectively to meet deadlines.
• Providing excellent customer service to internal and external stakeholders.
• Utilizing office equipment, including computers, scanners, and copiers.
• Composing correspondence independently or from brief instructions.
• Using initiative and independent judgment within established procedural guidelines.
• Entering data accurately into specified computer software applications.
• Utilizing excellent research and data analysis skills.
• Maintaining exceptional attention to detail in all aspects of work.
• Communicating effectively in oral and written forms.
• Contributing effectively to accomplishing team or work unit goals, objectives, and activities.
• Building and maintaining positive working relationships with colleagues, supervisors, and external contacts; demonstrating tact,…