Development Services Administrative Assistant

Under general supervision, performs advanced administrative and operational support functions for the Development Services Department. This position supports departmental operations by assisting with administrative workflows, maintaining records and reports, assisting with financial documentation, and monitoring operational activity related to planning, permitting, and code enforcement functions. The role requires strong organizational ability, attention to detail, and the capacity to manage multiple administrative responsibilities while maintaining accurate records and clear communication with staff, contractors, and the public.

Provides administrative and operational support to the Development Services Director and departmental staff, including preparing correspondence, maintaining schedules, and coordinating administrative tasks related to department operations.

Maintains departmental records, correspondence, and documentation related to planning, permitting, inspections, and code enforcement activities, ensuring files and records are organized and accessible.

Monitors and tracks departmental workflow activity, including permit processing, code enforcement case status, and other operational tasks, and prepares periodic reports or summaries for management review.

Processes and maintains records related to departmental financial activity, including receiving and documenting payments, assisting with deposit preparation, reviewing invoices, and maintaining purchasing and expenditure documentation.

Assists with administrative coordination for departmental activities such as pre-development meetings, special event permits, public hearings, and other Development Services processes.

Maintains document control systems including scanning, indexing, and filing documents within physical and electronic record systems and assisting with records retrieval when needed.

Coordinates administrative communication and information exchange between Development Services staff, other City departments, contractors, developers, and the public.

Performs other related administrative and operational support duties as assigned.

• High school diploma or GED required.

• Minimum two (2) years of experience in clerical, administrative support, customer service, permit processing, or related office work.

• Bachelor's or master's degree in urban planning, geography, public administration, architecture, civil engineering, or a closely related field.

• Municipal current planning and zoning administration experience.

• Experience preparing staff reports and making public presentations to boards, commissions, or elected officials.

• Experience with GIS, permitting software, agenda management, or electronic plan/case tracking systems.
Knowledge of:
Municipal administrative procedures and practices related to planning, permitting, inspections, and code enforcement operations. Knowledge of records management, document control procedures, financial tracking processes, and basic municipal purchasing practices. Knowledge of customer service practices when working with residents, contractors, developers, and internal departments. Knowledge of maintaining administrative tracking systems, reports, and operational documentation.

Skill in:

Maintaining accurate administrative records and documentation; preparing correspondence, reports, and administrative notices; coordinating multiple administrative tasks simultaneously; organizing files and maintaining document control systems; monitoring workflow activity and tracking deadlines; processing financial documentation such as invoices, payments, and deposits; and communicating clearly and professionally with staff, contractors, developers, and the public.

Ability to:
Manage multiple administrative priorities while maintaining attention to detail; maintain accurate financial and operational records; track and monitor departmental workflows and case activity; coordinate administrative functions between departments; interpret and apply administrative procedures and departmental policies; maintain organized electronic and physical files; communicate effectively with the public and internal staff; and exercise…