Administrative Assistant

Closing Date: October 20 2025

Department: Community Development

Schedule: 8:00 am - 5:00pm Monday - Friday. Must be able to attend Planning Commission Meetings at 6pm on the 1st and 3rd Tuesdays each month and occasional public hearings.

SUMMARY

Under general direction perform a variety of responsible and complex administrative technical and clerical duties involved in the support of the Public Services department; and provides general information and assistance to the public.

SUPERVISION EXERCISED

None.

ESSENTIAL DUTIES

• Perform a wide variety of responsible and complex administrative and secretarial duties in support of the assigned office; relieve management staff of a variety of administrative details.
• Plan organize and carry out administrative assignments; research compile and organize information and data from various sources on a variety of specialized topics related to programs in assigned area.
• Participate and assist in the administration of the assigned office; may organize and manage office activities; recommend organizational or procedural changes affecting support activities.
• Serve as initial contact/resource person for the assigned office; screen calls visitors and mail; respond to complaints and requests for information and assistance; interpret and explain regulations procedures policies systems rules and precedents in response to inquiries and complaints from the public City staff representatives of other organizations and others; research and gather information to provide accurate answers and information; refer more technical questions or issues to appropriate City staff; ensure follow up to unanswered inquiries.
• Type format proofread and produce final copy of a wide variety of reports investigations letters memoranda spreadsheets and statistical charts; type from rough draft verbal instruction or transcribing machine recordings; review drafts for punctuation spelling and grammar; make or suggest corrections to drafts; independently compose letters memoranda or basic reports from general instructions or information related to assigned responsibilities; arrange for or distribute copies of material.
• Provide technical assistance to citizens regarding department policies procedures services and operations.
• Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply specialized knowledge of departmental and program policies and procedures in determining completeness of applications permits records and files.
• Initiate and maintain a variety of files and records for information related to the assigned office including official resolutions and ordinances; maintain budget purchasing personnel payroll and other records to assist in the management or administration of departmental programs; ensure proper filing of documents in departmental or central files; maintain and update resource materials; maintain departments personnel files.
• Assist in a variety of department operations; perform special projects and assignments as requested.
• Maintain calendars of department activities meetings and various events; schedule City staff meetings or meetings between City staff and other groups or organizations; arrange for necessary materials to be available at meetings; coordinate travel arrangements for department staff as necessary.
• Serve as administrative support to various committees commissions and task forces; prepare copy and distribute meeting agendas and related materials minutes resolutions or other formal documents.
• Operate a variety of modern office equipment including copiers computers word processors and printers to enter and retrieve data and produce various documents and reports.
• Participate in the development administration and monitoring of the departments budget.
• Receive payments or fees; issue receipts; maintain records of transactions.
• Perform other related duties and responsibilities as assigned.

MINIMUM QUALIFICATIONS

Education: High school diploma or GED.

Experience: Four years of administrative and clerical experience.

Certifications/Licenses:

• Valid Utah Drivers License

KNOWLEDGE SKILLS AND ABILITIES

Knowledge of:

• Office management principles.
• Modern office procedures methods and equipment including computer equipment.
• Word processing methods techniques and programs.
• Principles of business letter writing.
• Principles and procedures of record keeping.
• Techniques used in public relations.
• English usage spelling vocabulary grammar and punctuation.
• Safe driving principles and practices.
• Principles and practices of fiscal statistical and administrative data collection and report preparation.
• Policies and procedures of assigned department.
• City and department financial record keeping and budget processes and procedures.
• Pertinent Federal State and local laws codes and regulations.

Skill with:

• Operating modern office equipment including computer equipment and software.
• Operating a motor vehicle safely.

Ability to:

• Perform secretarial and administrative work involving the use of independent judgment and personal initiative.
• Research compile and prepare a variety of fiscal statistical and administrative reports.
• Schedule and coordinate projects; set priorities; adapt to changing priorities.
• Work cooperatively with other departments City officials and outside agencies.
• Respond to requests and inquiries from the public.
• Compile and maintain records and prepare routine reports.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Interpret and apply the laws codes and regulations pertaining to assigned programs and functions.
• Analyze situations carefully and adopt effective courses of action.
• Independently prepare correspondence and memoranda.
• Exercise good judgment flexibility creativity and sensitivity in response to changing situations and needs.
• Communicate clearly and concisely both orally and in writing.
• Establish maintain and foster positive and harmonious working relationships with those contacted in the course of work.

WORKING CONDITIONS AND PHYSICAL DEMANDS

Work in a standard office environment which includes reaching bending sitting standing talking hearing and listening. Ability to travel to different sites and locations.