Administrative Assistant

Boerne Convention & Community Center; Town of Texas (WI); On-site; USD 45,000 - 58,000; Full time

Job summary

Join an established community-focused organization as an Administrative Assistant, where you will play a vital role in supporting the Planning and Permitting Departments. This position offers a dynamic environment where your skills in customer service, communication, and administration will shine. You will be responsible for a variety of tasks, including preparing meeting agendas, providing excellent service to the public, and assisting with departmental operations. This role is perfect for someone who thrives in a collaborative setting and is eager to contribute to community development and engagement.

Benefits

100% Paid Medical, Dental, & Vision for Employee

Short-Term and Long-Term Disability

Paid Vacation/Sick Days

Paid Holidays

14% City Contribution to Retirement Plan

Workers Compensation Insurance

Qualifications

• 1-3 years of office administration experience with public contact.
• Knowledge of modern office practices and customer service.

Responsibilities

• Provides customer service and administrative support for planning.
• Prepares meeting agendas and transcribes meeting notes.
• Handles department accounts payable and budget tracking.

Skills

Customer Service Skills

Communication Skills

Analytical Skills

Problem-Solving Skills

Education

High School Diploma or G.E.D.

Specialized Administrative Coursework

Job description

Job Title:
Administrative Assistant - Planning and Permitting

Department:
Planning

Location:
City of Boerne, Texas

Salary Range:
$45,676.80 - $57,116.80 DOE Annually

Job Description:
In alignment with the City’s tenets and core values, this position is responsible for a variety of administrative activities to support staff and the functions of the Planning and Permitting Departments. Provides excellent customer service by providing information and assistance to customers, property owners, staff members, the public, or others regarding departmental operations. Uses strong interpersonal customer service skills to work effectively with various officials, staff, citizens, and customers on a variety of development, construction, and zoning related topics. Serves as secretary for the Planning and Zoning Commission, Historic Landmark Commission, and Design Review Committee. Prepares public hearing and internal meeting agendas including presentation materials; transcribes meeting notes and prepares documents for distribution. Handles department accounts payable, tracks, and budget expenditures, purchases orders and invoices.

Key Responsibilities:

• Provides excellent customer service by providing information and assistance to customers, property owners, staff members, the public, or others regarding general planning and permitting issues, applications, project reviews, procedures, or other issues.
• Schedule meetings, answers phone calls, respond to inquiries, maintain filing, manage in-coming and out-going mail, processes purchase requisitions and expense tracking, updates department web pages, aids other staff as necessary. Creates statistical reports and summaries from data and generates automated reports from systems in coordination with IT Handles confidential information.
• Prepares, fulfills, and public information requests, updates record retention schedule, and document disposal as needed and per Texas Open Record Laws.
• Serves as the secretary for the Planning and Zoning Commission, Historic Landmark Commission and Design Review Committee by preparing meeting agendas and meeting packets, creating and sending required notifications to adjacent property owners, publishes and posts required public hearing notifications, prepares minutes of meetings. Manage board member attendance.
• Guide visitors to conference rooms, retrieves requested documents, and provides information regarding website, documents, and services. Refers callers or visitors to other staff members as appropriate and takes messages.
• Conducts research for special projects and assists with special events, activities, and recognitions. Prepares and maintains deadlines, tracking lists, or standing meetings for the Department’s leadership.
• Exercises judgment and initiative to carry out assignments independently, analyze situations and conditions, and determines appropriate course of action following department guidelines
• Maintains department references such as vendor lists, code books, training manuals, standard operating procedures, and mailing lists.
• Regular and prompt attendance is an essential function of the position.
• Performs such other related duties as may be assigned.

Qualifications:

• Education & Training:High School Diploma, or G.E.D supplemented by specialized administrative course work in general office and business practices.One to three (1-3) years of progressively responsible office administration, specialized administrative, or office support experience including public contact.
• Knowledge of:Business English, spelling, and punctuation; modern office practices, procedures, equipment, and clerical techniques; customer service skills.Experience working in local government or related fields with development and city planning knowledge is preferred.
• Skills/Abilities:The ability to prepare reports and general correspondence. Excellent oral and written communication skills. A strategic thinker with interpersonal communication skills to be able to build positive working relationships with external stakeholders, developers, and various counties, state and federal agencies.The exercise of considerable initiative and independent analytical and evaluative judgment. Ability to work on several projects or issues simultaneously and have creative problem-solving skills to gather relevant information to solve problems.
• Safety/Physical Requirements:Ability to lift/carry twenty-five (25) pounds of material, bending stooping and reaching as needed to file; sitting stationary for extended periods of time.
• Certifications & Licenses Required:Must be bondable and possess a valid Texas Driver's license.

Work Environment:Indoor/Outdoor

Application Process:

1. Submit resume, and or cover letter, and application form.Careers | Boerne, TX - Official Website
2. Initial phone/video screening interview.
3. In-person interview with hiring manager and staff.
4. Skills assessment (if applicable).
5. Final interview and reference check.
6. Job offer to be selected candidate.

Special Benefits & Perks:

• Medical, Dental, & Vision – 100% Paid by the city for the employee, option to add dependents. (City pays 42% for dependents, medical only.)
• Short-Term and Long -Term Disability
• Vacation/ Sick paid days off
• Holidays Paid
• Retirement plan - 14% City Contribution
• Workers Compensation Insurance & 100% salary indemnity

Application Timeline:
The hiring process generally takes 2 to 4 weeks from application submission to offer. Join our team and help foster a community of learning and engagement in Boerne!

The City of Boerne is an equal-opportunity employer.