Description

About Us: Welcome to the City of Pilot Point, where dedication meets community spirit. The future of our City is shaped by a shared commitment to our residents and each other – to follow our True North and remain aligned as we grow, serve, and face new challenges together.  Join us in our mission to make a difference and enhance the quality of life in Pilot Point

Summary: 
The Administrative Assistant provides support to the Community Services Director by maintaining paperwork, filing, generating memos, emails, and reports. This role maintains office inventory and department supplies, answers incoming calls, and processes invoices for payments and record keeping. Responsibilities require the frequent use of tact, discretion, initiative, and independent judgment, requiring general knowledge of the policies and procedures of the organization under the Director's oversight.

Examples of Duties

• Receives telephone calls and visitors and routes them to appropriate personnel if needed.
• Serves as the liaison to the Planning and Zoning Commission by assisting in the preparation and distribution of agendas and packet documents, attending all Commission meetings, transcribing and maintaining official minutes, and providing administrative support.
• Assists with scheduling, appointments, and calendars for the Community Services Department.
• Composes letters, statements, memos, labels, and other documents, as directed.
• Updates and maintains databases such as permit tracking, project timelines, code enforcement actions, and inspection reports.
• Assists with budget preparation by researching past expenditures. Enters, tracks, and analyzes budget data for the Community Services Department. Prepares the office supply budget and is responsible for stocking general office supplies.
• Prepares reports on departmental expenditures, development projects, and permit activity.
• Processes payment authorizations, purchase orders, release orders, and other financial documents using information provided by staff.
• Performs any other tasks or assignments as directed by the Community Services Director.
• Maintains records for inspections, permits, and code enforcement activities.
• Communicates effectively, both verbally and in writing.
• Maintains good working relationships with Community Services staff, other departments, city officials, and the general public.
• Complies with all Community Services rules, regulations, and policies.
• Operates standard office equipment (copier, fax, scanner, printer, calculator, and PC).
• Demonstrates competency in Microsoft Word, Excel, Outlook, and related software.
• Utilizes department-specific software, such as STW or permitting systems.
• Manages multiple tasks simultaneously and efficiently.
• Handles confidential matters with discretion.

Typical Qualifications

Minimum Requirement: High school diploma or equivalent.
Preferred Qualification: Associate's degree in business administration, public administration, or a related field.
Certifications: Relevant certifications (e.g., Certified Administrative Professional) may be beneficial.

Knowledge, Skills, and Abilities

• • Understanding of community services processes such as permitting, zoning, inspections, and code enforcement.
  • Familiarity with office procedures and best practices.
  • Knowledge of record-keeping and filing systems, both electronic and paper based.
  • Awareness of local government structure and land use planning functions.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and relevant software.
  • Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.
  • Excellent written and verbal communication skills for reporting and correspondence.
  • Attention to detail for data entry, documentation, and permit tracking.
  • Ability to work independently and collaboratively, demonstrating initiative and problem-solving skills.
  • Capacity to handle confidential information with discretion.
  • Adaptability to shifting priorities and working in a fast-paced environment.
• Strong interpersonal skills for communication with staff, developers, and the 

Supplemental Information

Work Environment

• Primarily an office environment within the Development Services Department.
• Typically involves standard office hours, with occasional evening or weekend work required for meetings or project deadlines.
• Collaborative work with administrative staff, building officials, inspectors, planners, and the public.
• May involve tight deadlines and managing multiple tasks simultaneously.

• Frequent sitting, typing, and using office equipment.
• May require occasional walking or standing for extended periods, especially when attending meetings or events.
• Light lifting (up to 20 pounds) may be required when handling files, office supplies, or equipment.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software (e.g., project management and/or permitting tools).
• Use of phones, email, and instant messaging for communication.
• Standard office equipment such as computers, printers, copiers, and scanners.
• May involve use of department-specific software for tracking projects, budgets, or permits.