JOB SUMMARY: Serves as the primary administrative support for the Community Development Department, directly assisting the Community Development Director and Administrator. Under limited supervision, handles a wide variety of daily administrative functions and oversees the effective operation and management of the department’s front office.
MAJOR DUTIES:
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Oversee the effective operation and management of the Community Development Department’s front office
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Serve as the primary point of contact for the department by screening calls, visitors, and correspondence; manages departmental records and filing systems; processes payroll, invoices, purchase orders, and requisitions
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Ability to prepare meeting agendas and draft meeting minutes
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Obtains and maintains Notary Public certification as required for the position
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Occasional Monday night availability to assist with Community Development related Board & Commission meetings
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Coordinate and manage Board & Commission meeting packets
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Ability to draft and edit correspondence, memorandums, and reports for the Director & Administrator; responds to routine inquiries; and coordinates meetings and schedules
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Manage various meeting notifications and cancellations.
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Help coordinate responses to Sunshine Law requests, ensuring timely and compliant release of public records and information
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Manage the scanning, digitization, and archiving departmental records, including meeting minutes, planning files, building permits, and other official documents
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Receives and processes various applications
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Assists with building permit intake and processing; issues permits within established parameters and in accordance with departmental approvals
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Maintains regular and predictable attendance and punctuality.
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Maintains and reconciles departmental petty cash in compliance with City policies.
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Builds and maintains positive working relationships with City staff, stakeholders, and the public while supporting a respectful and collaborative work environment.
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Performs other duties as assigned.
KNOWLEDGE REQUIRED BY THE POSITION:
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Excellent customer service and communication skills, both verbal and written.
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Knowledge of basic public administration principles, city policies, and departmental procedures.
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Strong proficiency with common office software, including word processing (Word), spreadsheets (Excel), and ability to learn the city’s cloud-based software to manage departmental operations (Central Square)
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Good organizational and planning skills.
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Ability to research, analyze information, and prepare clear reports.
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Ability to explain policies and procedures clearly to staff and the public.
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Skill in following instructions and handling multiple tasks accurately.
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Comfort operating standard office equipment (computers, printers, copiers, phones, etc.).
MINIMUM QUALIFICATIONS:
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Ability to read, write, type, and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
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Sufficient experience to understand the basic principles relevant to the major duties of the position; usually associated with the completion of an apprenticeship/internship or having had a similar position for one (1) to two (2) years.
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Knowledge and level of competency are commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
