Administrative Assistant, Senior - Planning & Zoning

Administrative Assistant, Senior – Planning & Zoning Commission

In addition to a regular Monday–Friday, 8:00 AM to 5:00 PM schedule, this position requires the ability to work biweekly evening meetings. The target hourly rate is $22.86–$27.44, depending on qualifications.

This is a journey-level classification in the Administrative Assistant series. The incumbent plans detailed methods to attain desired objectives, working within established policy. Methods require initiative and resourcefulness. Working under indirect supervision, the incumbent confers with senior supervisors on unusual matters. Unlike the Administrative Coordinator, this position reports to a department director and has responsibility for monitoring, performing, organizing, and coordinating work between multiple units or departments.

• Compose, edit, and type correspondence, memoranda, reports, charts, and other documents using various word and data processing software.
• Compile data and statistics to complete various reports.
• Receive, review, date–stamp, prioritize, and distribute incoming mail to appropriate personnel.
• Screen telephone calls and visitors; provide information in response to internal and external requests.
• Maintain appointment calendars; coordinate meeting and travel schedules; make travel arrangements as needed.
• Perform various administrative tasks.
• Provide administrative support for Council–appointed Boards or Commissions.
• Establish and maintain departmental files; process purchasing, personnel, and payroll related documents.
• Research and compile data for budgets; assist with budget processing and monitoring; order office supplies; reconcile expenditures.
• Prepare and process resolutions, ordinances, and agenda items for City Council meetings.
• Ensure regular and consistent attendance for the assigned work schedule.
• Proofread general correspondence, P&Z Commission meeting agendas, minutes, scripts, attendance records, and follow–up documents for accuracy.
• Retain P&Z documents (meeting minutes, follow–up letters, attendance, staff reports, notice letters, etc.) according to the retention schedule.
• Confere with other departments, officials, and consultants; compile and facilitate the handling of time–sensitive data to complete meeting packets and division reports.
• Draft letters and certificates for staff–approved projects; send correspondence on behalf of planners; save documents into project–tracking software.
• Attend and facilitate bi–weekly evening Planning & Zoning Commission meetings; develop official minutes; announce public speakers.
• Prepare zoning and replat notifications for mailing and news publication; record response letters in tracking software; distribute to project planner.
• Communicate with, assist, and provide support to department leadership and P&Z Commissioners; coordinate meetings, events, and gather pertinent materials.
• Process payments in accounting/planning software; compile and review daily deposits; process stipend payments for P&Z Commissioners quarterly.
• Prepare plans for signature for P&Z Commission Chair; notarize approved plans.
• Produce and post electronic speaker registrations for P&Z meetings using City’s online interface.
• Respond to internal and external inquiries regarding departmental functions, rules, regulations, policies, and procedures; provide excellent customer service.
• Work with Lead Planner to draft submittal calendars; draft letters and other documents for staff–approved applicant projects; distribute and retain items in the appropriate software.
• Assist Director of Planning, department managers, and legal counsel with items required for new council member/commissioner training; reserve meeting space; compile, revise, and prepare training materials.
• Coordinate the exchange of information and data with internal and external stakeholders.
• Provide backup customer service support to front desk staff.

• Perform other duties as assigned.

The incumbent must decide work priorities and use independent judgment to coordinate departmental activities.

Office practices, procedures, equipment, and…