Description of Work

Supervision Received: Works under the general supervision of the Community Development Director; receives regular work direction from the Economic Development Manager and Chief Building Official. 

Supervision Exercised: None.

Responsibilities

ESSENTIAL RESPONSIBILITIES

• Provides administrative support to the Development Services Department including but not limited to answering phones, providing information, scheduling meetings and meeting space, word processing and correspondence, preparing and/or editing spreadsheets and presentations, data-entry, copying, and emailing.
• Assists with preparation, review and posting of the Economic Development Authority, Industrial and Economic Development Committee and Planning Commission agenda packets and minutes and attends meetings as assigned.

• Prepares minutes for Planning Commission, IEDC and EDA meetings; assures the execution and retention of minute records.

• Maintains and imports documents into a city-wide comprehensive data retention system including but not limited to administrative files, planning, zoning and topic files, economic development files, resolutions, minutes, staff reports, development and construction plans, site plans, etc.
• Maintains assigned sections of the city website and ensures current and relevant information on Development Services webpages.
• Assists in updating Community and Economic Development informational materials and published information sheets, including regulations, maps, checklists, brochures, calendars, and various permit forms including compliance to accessibility requirements.
• Provides support for the public hearing notice process including publishing, mailing, preparing affidavits and maintaining accurate records; ensures all required timelines are met.
• Prepares ordinances and resolutions for timely execution; completes the filing and recording of resolutions and ordinances related to Development Services activities.

• Assists with the posting and publication of zoning and subdivision ordinances and maintains related records.
• Prepares draft permits, easements and various deeds as directed, obtains appropriate signatures, records with the County, coordinates documents with City Attorney and title companies as directed, retrieves County records, and maintains related documents.
• Assists with document preparation, execution, recording and archiving of acquisition and sale of property, and development and plat documents.
• Provides and coordinates response to data requests for Development Services department.
• Maintains accurate and current Development Service standard operating procedure documents.

• Provides backup support to the receptionist at City Hall, including permit issuance as requested.

• Assists with filing email correspondence for Community Development Director and Economic Development Manager.
• Coordinates Development Services file system hierarchy and records management.
• Distributes prepared economic development prospect packets as directed.
• Assists in assuring that planning and zoning application materials are properly received, dated, logged, and distributed. 
• Processes land use permit fees and escrow payments as needed.
• Assists with coordination and communication for various community engagement initiatives and city events as requested.
• Assists the City Clerk with other data requests as needed. 
• Performs other duties as required.

Miscellaneous

KNOWLEDGE, SKILLS, AND ABILITIES

• Considerable knowledge of city operations, policies, procedures, and practices.
• Considerable knowledge of the operation of office equipment, including personal computer and word processing, spreadsheet, and database applications.
• Considerable knowledge of document preparation, including letters, memos, agenda items, forms, permits, contracts, minutes, power point slides, specifications, reports, tables, graphs, etc.

• Considerable knowledge of records retention requirements.
• Working knowledge of effective customer service practices.
• Working knowledge of Adobe Suite and Laserfiche software.
• Considerable skill in using a personal computer, including Windows, word processing, spreadsheet, database, email, and Internet applications.
• Considerable ability to develop and maintain relationships and to communicate effectively both orally and in writing.
• Considerable ability to organize and track multiple deadlines and requirements.
• Considerable ability to type, enter data, and prepare meeting minutes with speed and accuracy.
• Considerable ability to maintain a comprehensive filing system.
• Considerable ability to work independently and as a member of a team.
• Considerable ability to organize and prioritize work and coordinate and track procedures, deadlines, and processes.
• Working ability to research and analyze data.

• Duties are performed in a standard office environment. 

• Sit or stand at a desk for extended periods of time and perform long hours of work at a computer.
• Hear and speak effectively to communicate in person or by phone with city staff and the public.
• Visual acuity to read computer screens and printed documents for long periods of time.
• Manual dexterity to type on a keyboard and use a computer mouse. Perform manual tasks such as handwriting and searching through documents.
• Office work may include reaching for documents and supplies, standing or kneeling to search through cabinets, fingering to find files, grasping documents, and repetitive motions such as typing and sorting.
• Required to lift and carry objects up to 20 pounds.

Minimum and Preferred Qualifications

MINIMUM QUALIFICATIONS

• High School diploma or equivalent.
• Three (3) years of administrative support experience involving considerable public contact and administrative responsibilities related to land use, government, and/or legal records.

• Legal or paralegal administrative experience.
• Government data practices knowledge and experience.
• Knowledge of ordinances and statutes.