Administrative Assistant

Job Description

Job Description

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 department's 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 department's 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 :

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of :

Skill with :

Ability to :

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.

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