Job Description

This position performs clerical, secretarial and administrative duties such as answering phones, greeting the public, processing data and bookkeeping, as well as extensive customer assistance duties.

General supervision is received from the Planning Services Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned by the supervisor.

• Develops and maintains office forms and procedures, and assists with administrative tasks involving personnel, budgeting facilities and loan programs. 25%
• Creates and maintains files; collects and records data of Department/Division activities and operations on a periodic basis. 15%
• Answers questions and responds to inquiries from employees, citizens, industry and others and refers to appropriate persons as necessary. 15%
• Prepares agendas and supporting materials; attends meetings, takes and transcribes minutes; prepares and distributes minutes and reports. 10%
• Answers central telephone system and maintains communication with field staff if necessary. 10%
• Accepts receipts for various payments and posts to appropriate accounts. 10%
• Composes, types and edits correspondence, reports, memoranda and other material requiring judgment as to content, accuracy and completeness. Assists in maintaining employee time and other personnel records for the department. 10%
• Receives, stamps and distributes incoming mail; processes outgoing mail. 5%
• Performs other related duties as assigned.

REQUIRED MINIMUM QUALIFICATIONS

Education and Experience:
• Graduation from a high school or equivalent with specialized course work in general office practices and computers.
• Three (3) years of increasingly responsible related experience, or any equivalent combination of related education and experience.
• Notary Public or ability to obtain within 6 months

Necessary Knowledge, Skills and Abilities:
• Thorough working knowledge of computers, including Microsoft Office software.
• Experience in modern office practices and procedures.
• Skill in operation of listed tools and equipment.
• Ability to establish and maintain effective working relationships with industry, internal City operations and the general public.
• Ability to communicate effectively both verbally and in writing.
• Ability to handle stressful situations.
• Ability to learn and use GIS and Windows based software.
• Ability to take and transcribe meeting minutes.

In evaluating candidates for this position, the City may consider a combination of education, training and experience which provides the necessary knowledge, skills and abilities to perform the essential duties of the position.

TOOLS AND EQUIPMENT USED

Phone, personal computer, copy machine, fax machine, 10-key calculator, typewriter, scanner, service counter audio/video recording system.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to sit, talk or hear. The employee is occasionally required to walk; use hands to finger, handle or operate objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is moderately quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience, oral interview, background check and job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The hours for this position are Monday – Thursday from 12:30 pm to 4:30 pm, and Fridays from 8:00 am to 4:30 pm.

How to Apply

Job Types: Part-Time.

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