Administrative Assistant - Planning Department

Administrative Assistant

This position is located in Greenwood Village, Colorado. Relocation assistance is not provided.

Nestled in the heart of the Denver Tech Center, Greenwood Village is a vibrant and welcoming community known for its beautiful parks, thriving businesses, and commitment to public service. With a population of just over 15,500, Greenwood Village offers the charm of a small town with the amenities of a dynamic urban center. Our city is proud of its high quality of life, excellent schools, and strong civic engagement.

As a member of our team, you'll be part of a forward-thinking municipality that values relationships, an ownership mindset, and integrity. We're not just hiring for a position—we're inviting you to become part of a community that cares.

As an Administrative Assistant in the Planning Department, you will play a vital role in supporting the needs and requests of internal and external customers through the accurate and timely processing of information to ensure high-quality department outcomes.

This role delivers essential administrative, clerical, and financial support while assisting with the coordination of department activities and daily operations. The position also supports key Community Development functions, including Planning and Zoning, permit and application intake, recordkeeping, and a variety of public-facing responsibilities.

A. General Administrative & Clerical Duties

• Prepare, compile, and organize correspondence, reports, manuals, announcements, and other documents; maintain confidential information appropriately.
• Perform advanced clerical work such as maintaining detailed records, verifying information, researching discrepancies, and compiling data.
• Review forms and documents for accuracy and compliance with department procedures.
• Collect and analyze specialized information; prepare data-driven reports and recommendations.
• Serve as front desk support: greet visitors, answer phones, respond to inquiries, route calls, and provide general assistance to staff and the public.
• Maintain files and records in both digital and physical formats.

B. Planning

• Manage intake for planning and zoning applications, assist applicants, perform data entry, upload files, calculate fees, prepare files, and track review status.
• Communicate with applicants, contractors, property owners, and stakeholders regarding application processes and requirements.
• Maintain agreements and records, including DIAs, SIAs, and Landscape Agreements.
• Prepare zoning letters, public notices, website updates, maps, flyers, and other communication materials.
• Provide Board & Commission support: organize meetings, prepare meeting packets, facilitate public hearings, and assist with member training.
• Support Finance Department with procurement tasks, invoice processing, vendor coordination, budgeting assistance, and purchase card transactions.
• Ensure timely, accurate, and consistent processing of planning activities to uphold high-quality development outcomes.
• Complete special projects as assigned.

Skills & Knowledge

• Modern office procedures, methods, and equipment, including computers and basic software.
• Methods and procedures of data entry.
• Basic accounting principles.
• Business letter writing and report preparation.
• Principles and procedures of filing and record keeping.
• English usage, spelling, grammar, and punctuation.
• Ability to learn and adhere to applicable departmental, local, State, and Federal rules, regulations, and laws.
• Perform mathematical calculations.
• Meet schedules and timelines.
• Maintain records and prepare computer-generated reports.
• Operate and use modern office equipment.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative working relationships.
• Maintain effective audio/visual discrimination and perception.
• Maintain mental capacity for effective communication and interaction.

Education & Experience

• At least four years of responsible administrative or clerical experience.
• Education equivalent to the completion of the twelfth grade or any combination of experience and training that would likely…