Engineering, Planning and Zoning Administrative Assistant

SUMMARY:

This position is responsible for providing high-level administrative support to the Engineering and Planning and Zoning Departments. This position facilitates the efficient operation of the departments by performing a variety of clerical and administrative tasks.

ESSENTIAL FUNCTIONS:

This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

• Provides administrative support and assistance to the City Engineer and PZ Director by performing clerical and administrative duties including drafting letters emails memos and preparing invoices reports and other documents.
• Receives phone calls emails and other forms of communication effectively relaying messages and information for the department.
• Prepares updates and maintains department(s) electronic and hard files.
• Prepares agendas schedules and minutes for various meetings.
• Responsible for maintaining the comprehensive capital improvement plan timeline and assisting with basic project management. Communicates updates to stakeholders as directed by the City Engineer.
• Coordinates activities performed within the department(s) including records management and accounting functions. Assists in tracking critical information for the department which includes payment vouchers contracts permits invoices and certifications.
• Creates and processes purchase orders construction pay applications and professional service invoices for the department.
• Additionally assists the Grant Writer/Administrator by researching and identifying potential grant funding opportunities.
• Assists with tracking grant status and communicates updates to the Grant Writer/Administrator and the City Engineer.
• Coordinates communication and manages logistics with external partners.
• Uses computer software to develop and manage databases and/or spreadsheet files and to develop special report formats.
• Gathers information drafts documents and assists with preparing presentations for project proposals.
• Promotes and supports the overall mission of the City by demonstrating courteous and cooperative behavior when interacting with the public and staff; acts in a manner that promotes a harmonious and effective workplace environment.
• Performs related duties as assigned.

GUIDELINES

Guidelines include city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

QUALIFICATIONS:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge skill and/or ability required.

Education and Experience:

High School Diploma/GED; AND two at least (2) years of administrative support experience; OR an equivalent combination of education training and experience.

Required Certificates Licenses and Registrations:

Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

• Valid drivers license.

Required Knowledge and Skills

Required Knowledge:

• Use of specified computer applications involving word processing data entry and/or standard report generation the design and management of databases or spreadsheet files and the development of special report formats.
• Business arithmetic applicable statutes and government regulations.
• Business letter writing and professional document formatting.
• Record-keeping principles and practices.
• Standard administrative practices and procedures including filing and the operation of standard office equipment.
• Effective interpersonal and customer service techniques for building rapport and delivering excellent service both in person and over the phone.
• Computer applications and software related to the work.

Required Skills:

• Performing technical specialized and complex office support work.
• Interpreting and communicating complex rules policies and procedures.
• Organizing and maintaining departmental files and records.
• Prioritizing and organizing work effectively to meet deadlines.
• Providing excellent customer service to internal and external stakeholders.
• Utilizing office equipment including computers scanners and copiers.
• Composing correspondence independently or from brief instructions.
• Using initiative and independent judgment within established procedural guidelines.
• Entering data accurately into specified computer software applications.
• Utilizing excellent research and data analysis skills.
• Maintaining exceptional attention to detail in all aspects of work.
• Communicating effectively in oral and written forms.
• Contributing effectively to accomplishing team or work unit goals objectives and activities.
• Building and maintaining positive working relationships with colleagues supervisors and external contacts; demonstrating tact diplomacy and cultural sensitivity.

SUPERVISORY CONTROLS

The City Engineer and the Planning and Zoning Director will assign work in terms of general instructions. The either the City Engineer or the Planning and Zoning Director will be name the direct supervisor and will spot-checks completed work for compliance with procedures accuracy and the nature and propriety of the final results.

CONTACTS

Contacts are typically with co-workers other city employees vendors developers contractors representatives of external agencies and the general public.

Contacts are typically to give or exchange information resolve problems and provide services.

PHYSICAL/MENTAL REQUIREMENTS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Mobility to work in an office setting use standard office equipment and stamina to sit at a desk or table for extended periods of time while intermittently standing or stooping.; vision to read printed materials and computer screens; hearing and speech to communicate effectively in person or over the telephone.

WORKING ENVIRONMENT:

Work is typically performed in an office setting.

Conditions of Employment:

A candidate receiving a conditional offer of employment will undergo a background investigation and drug screening.