Administrative Assistant - Community Development

City of DeFuniak Springs; DeFuniak Springs (FL); On-site; USD 34,000 - 52,000; Full time

Job summary

City of DeFuniak Springs is seeking an Administrative Assistant to support the Community Development Department under the direction of the Community Development Director. The role involves handling confidential tasks, coordinating calendars, answering inquiries, and preparing documents and records for public access.

Responsibilities include liaising with the public and professionals, processing forms, maintaining filing systems, budgeting support, and updating department communications and

Responsibilities

• Serves as confidential Administrative Assistant to the Community Development Director.
• Provides clerical and administrative support to planning and assists with the daily functions, including but not limited to routine office tasks, creating forms, reports, and other documents as requested, preparing and maintaining calendar for department operations, distributing mail, ordering supplies, and equipment, processing department correspondence, receiving and routing telephone calls, greeting visitors, responding to inquiries and public records requests for the department.
• Greeting visitors, answers the telephone, and assists the public and employees regarding questions related to the department.
• Acts as a paraprofessional liaison to the public, applicants, their attorneys and representatives, developers, contractors, engineers, surveyors, City staff and Council, and outside agencies to support the Department.
• Performs research to assist the public in obtaining information, completing various forms, applications, permit requests, occupational licenses, etc.
• Maintains software programs relating to the department.
• Organizes and maintains a comprehensive filing system within the department.
• Receives and processes fees for the department, maintains the petty cash, and completes reconciliations, if required.
• Orders division supplies and prepares and submits purchase orders as required.
• Assists in budget preparation and monitoring.
• Responds to public records requests.
• Respects access to confidential information.
• Prepares and maintains correspondence, records, reports, notices, project files, easements, and other matters.
• Assists in writing, revising, editing, and proofreading City policies, procedures and other related documents and forms as needed.
• Assists with maintaining and updating website content for the department, as required.
• Coordinates advertisements for various publications as needed.
• Plans and coordinates travel arrangements for employees as necessary.
• Keeps calendars and schedules meetings and appointments as directed.
• Schedules, prepares agendas, attends, and takes minutes of meetings as directed.
• Assists in research and retrieval of records, conducting statistical comparisons of information, and developing report as needed.
• Participates in and completes special projects as required.
• Participates on committees and with events as needed.
• Adheres to work schedule and attendance requirements.
• Performs other duties as directed and required.
• Adheres to all safety rules and regulations.
• Must create a positive public image as a representative of the city.

Job description

FLSA STATUS: Non-Exempt

DEPARTMENT: Community Development

Supervisory Status

Non-Supervisory

REPORTS TO:

Community Development Director

Job Summary

Under the direction of the Community Development Director, performs administrative and clerical work of significant complexity in supporting the operations of the Community Development Department. Acting as the primary point of contact for inquiries regarding zoning, development and land use. Works with considerable independence within the scope of established policies and procedures. Requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public.

Emergency Response Statement

Every city employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may involve irregular work hours, relocation to emergency sites, and duties beyond those specified in the official job description. Emergency assignments may involve physically and operationally challenging conditions with little or no advance notice.

Essential Job Functions

• Serves as confidential Administrative Assistant to the Community Development Director.
• Provides clerical and administrative support to planning and assists with the daily functions, including but not limited to routine office tasks, creating forms, reports, and other documents as requested, preparing and maintaining calendar for department operations, distributing mail, ordering supplies, and equipment, processing department correspondence, receiving and routing telephone calls, greeting visitors, responding to inquiries and public records requests for the department.
• Greeting visitors, answers the telephone, and assists the public and employees regarding questions related to the department.
• Acts as a paraprofessional liaison to the public, applicants, their attorneys and representatives, developers, contractors, engineers, surveyors, City staff and Council, and outside agencies to support the Department.
• Performs research to assist the public in obtaining information, completing various forms, applications, permit requests, occupational licenses, etc.
• Maintains software programs relating to the department.
• Organizes and maintains a comprehensive filing system within the department.
• Receives and processes fees for the department, maintains the petty cash, and completes reconciliations, if required.
• Orders division supplies and prepares and submits purchase orders as required.
• Assists in budget preparation and monitoring.
• Responds to public records requests.
• Respects access to confidential information.
• Prepares and maintains correspondence, records, reports, notices, project files, easements, and other matters.
• Assists in writing, revising, editing, and proofreading City policies, procedures and other related documents and forms as needed.
• Assists with maintaining and updating website content for the department, as required.
• Coordinates advertisements for various publications as needed.
• Plans and coordinates travel arrangements for employees as necessary.
• Keeps calendars and schedules meetings and appointments as directed.
• Schedules, prepares agendas, attends, and takes minutes of meetings as directed.
• Assists in research and retrieval of records, conducting statistical comparisons of information, and developing report as needed.
• Participates in and completes special projects as required.
• Participates on committees and with events as needed.
• Adheres to work schedule and attendance requirements.
• Performs other duties as directed and required.
• Adheres to all safety rules and regulations.
• Must create a positive public image as a representative of the city.

Knowledge, Skills And Abilities

Knowledge of modern office techniques, procedures and practices.