Administrative Specialist II

Job Summary

Looking for a collaborative and innovative work environment. The Development Services Department is seeking a part‑time Administrative Specialist II for the Planning and Urban Design Division with experience in zoning or legal clerking, including application processing, public hearing coordination, records management, and responding to zoning and development‑related inquiries. This role will provide specialized administrative support in a fast‑paced environment. The successful candidate will demonstrate exceptional accuracy, strong organizational skills, and the ability to manage multiple priorities while preparing documents, maintaining records, and supporting departmental operations.

Starting Pay: $22.57 - $23.50 per hour (dependent on qualifications).

• Requisition supplies and equipment; assist in preparation of budgets and payroll; review operating reports for accuracy and compliance; update publications.
• Type correspondence, invoices, statements, reports, and other materials from copy or shorthand notes; compose and type letters, memoranda, minutes, notices, and other correspondence.
• Oversee processing of departmental records transactions including employee personnel action forms, purchase orders and requisitions.
• Operate computer, photocopier, printer, calculator, facsimile machine, recording equipment, or typewriter.
• Maintain manual or automated filing systems; oversee specialized document or library collections; maintain appointment calendar.
• Respond to telephone or in‑person inquiries; greet general public; provide information on departmental services and functions; direct callers.
• Research, collect, and compile data for administrative and annual reports, agendas, bulletins, questionnaires, and agreements; perform varied arithmetical computations.
• Supervise, assist and direct clerical personnel; schedule and review work assignments of department staff.
• Represent the City effectively in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establish and maintain effective professional relationships with work colleagues, supervisors and managers.
• Perform related work as required by this position description.

• Required:
  
  High School Diploma or GED equivalent plus two (2) years of responsible secretarial experience, including use of computers and standard software applications such as Word and Excel; or an equivalent combination of training and experience. Requires satisfactory keyboard skills.
• Preferred:
  Associate’s Degree in Business Administration, Public Administration, or closely related field. Experience preparing requisitions; ordering supplies and equipment; reviewing payroll entries; processing P‑Card purchases and other invoices; reviewing and submitting time and attendance records; data entry; drafting and editing memos, letters and other correspondence; creating reports.
• Additional education and experience or equivalent training may substitute for the above requirements.

• Knowledge of office terminology, procedures and equipment.
• Knowledge of modern information systems and software.
• Knowledge of business English and arithmetic.
• Knowledge of departmental and municipal rules, regulations, policies, and procedures.
• Ability to understand and follow complex oral and written instructions.
• Ability to establish and maintain effective working relationships with employees, supervisors, subordinates, and the general public.
• Ability to make decisions and interpretations in accordance with established rules, policies, and procedures.
• Ability to supervise a group of subordinates in a manner conducive to full performance and high morale.
• Ability to communicate information tactfully and impartially.
• Skill in the use of modern office equipment.

Regularly required to walk, sit, write, hear, speak, and at times exert in excess of 25 pounds of force occasionally, in excess of 10 pounds frequently, and/or in excess of 5 pounds constantly to move objects. Specific vision abilities required include close and…