Planning & Development Administrative Specialist

MINIMUM QUALIFICATIONS:

• Associates Degree in Business Administration Public Administration office automation or a related field.
• Five (5) years of administrative or office management experience

An equivalent combination of education and experience may be considered.

DESIRED QUALIFICATIONS:

• Excellent verbal and written communication skills to interact professionally with internal and external stakeholders as well as Town residents
• Experience providing highlevel customer service
• Knowledge and experience in Planning and Development Government or Municipalities
• Experience managing a leaders inbox and calendar including prioritizing emails scheduling meetings coordinating appointments and ensuring efficient time management.
• Strong attention to detail in handling confidential or sensitive information.
• Skilled in organizing and preparing for meetings including creating agendas presentations taking minutes and following up on action items.
• Ability to work in a matrix environment which includes receiving direction and assignments from multiple managers or supervisors within the department.
• Ability to effectively prioritize tasks meet deadlines and maintain flexibility in a fastpaced environment.
• Proficient in Microsoft Suite including SharePoint

Preemployment screenings include:

• Reference checks
• Background checks include: National and County Criminal Scan SexOffender Registry check and Motor Vehicle Report through DMV

KNOWLEDGE SKILLS & ABILITIES:

Knowledge of:Extensive knowledge of procedures policies rules and regulations governing administrative functions with broad knowledge of current office procedures and practices Adobe Microsoft office programs especially in word processing and database/spreadsheet programs and SharePoint scheduling planning and coordinating meetings.

Skills in:Verbal and written communication; relationship building; composing effective and accurate correspondence; independent decision making; handling nonroutine matters; maintaining confidentiality and handling confidential issues with tact and discretion; effectively working with other employees vendors contractors and the general public; following complex oral and written directions; exercise initiative and making sound independent judgments.

Abilities in: Ability to communicate clearly and professionally to internal town staff residents external stakeholders and vendors; maintain confidentiality and handle sensitive information with tact and discretion; work independently and part of a team; adapt to changing needs to learn new systems or procedures; taking initiative on tasks or projects; identifying process gaps and suggesting process improvements; learn new concepts terms principals that pertain to Planning and Development; attending interdepartmental committees to support Town initiatives; manage multiple priorities and deadlines.

Environmental Factors:
Work is performed in a standard indoor office setting with climate control and overhead lighting supplemented by some natural light. The work environment includes individual cubicle workstations shared office equipment (e.g. copiers printers shredders) and a moderate level of background noise due to proximity to meeting and break rooms. Duties involve frequent use of a computer and telephone extended screen time and regular interaction with both internal staff and the public. Tasks may include managing multiple priorities working under deadlines and shifting focus between customer service and administrative duties. Occasional travel between municipal buildings or offsite meetings may be required. Constructionrelated noise or vibration may occasionally be present due to ongoing building updates.

Physical Factors:
This position is primarily sedentary requiring sitting for prolonged periods (approximately 6 hours/day) with the option to stand intermittently at adjustable desks. Standing or walking occurs for 12 hours daily typically to assist customers retrieve documents or attend meetings. Frequent repetitive motion activities include typing and handling office materials. Physical tasks may include occasional lifting carrying or pushing objects ranging from light (under 1 lb) to moderate (up to 25 lbs) such as boxes of documents binders and office supplies. Movements such as reaching stretching bending stooping or kneeling are occasional and usually brief. Visual requirements include near and peripheral vision color recognition and depth perception for reading documents using equipment and navigating the workspace. Hearing is essential for communication phone use and recognizing auditory signals or alerts. The position may occasionally require navigating uneven surfaces or enclosed spaces (e.g. elevators storage closets) but does not involve climbing working at heights or handling hazardous equipment or materials.