Administrative Assistant - Planning

City of Midland; Midland (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

The Planning Division Administrative Assistant supports the City’s planning division by coordinating applications, maintaining case tracking systems, and assisting with agenda preparation for the City Council and Planning and Zoning Commission.

This position handles public notifications, records, transcribes meeting minutes, and provides administrative support including budget tracking, account reconciliation, and responding to citizen inquiries.

Qualifications

• High school diploma required.
• Notary certification through Texas or eligible to become certified.
• Clerical office experience required.
• Basic knowledge of land use planning and map interpretation preferred.
• Bilingual Spanish skills a plus.

Responsibilities

• Coordinate processing of planning and development applications.
• Maintain Case Tracking Sheet using word processing, spreadsheets, and databases.
• Prepare agendas for Planning and Zoning Commission and City Council.
• Distribute agendas and public notices to interested parties.
• Record and transcribe minutes for permanent record.
• Assist with calendars and budget tracking; verify expenditures.
• Respond to citizen inquiries and route messages to staff.

Skills

Organizational skills

Attention to detail

Bilingual Spanish

Education

High school diploma

Notary certification

Tools

Office software

Database software

Job description

The Planning Division Administrative Assistant supports the City’s planning division by coordinating applications, maintaining case tracking systems, and assisting with agenda preparation for the City Council and Planning and Zoning Commission. This position manages public notifications, records and transcribes meeting minutes, and provides administrative support including budget tracking, account reconciliation, and citizen inquiries. The role requires strong organizational skills, attention to detail, and proficiency in office and database software. Basic knowledge of land use planning and map interpretation is preferred. A high school diploma and notary certification (or eligibility) are required; bilingual Spanish skills are a plus.

This position directly supports the City of Midland’s strategic goal to Strengthen and Sustain Our Infrastructure by ensuring the efficient processing of planning and development activities that guide responsible land use, facilitate well-planned growth, and contribute to the city’s long-term infrastructure sustainability.

BUDGETARY RESPONSIBILITIES

• Assists with and performs office work related to planning and development of land and physical facilities of the City.
• Coordinates the processing of applications administered by the division.
• Maintains Case Tracking Sheet, utilizing word processing, spreadsheet and database programs to ensure timeliness of process.
• Coordinates termination case files in-house.
• Assists in preparing agendas for the planning items before the City Council.
• Assists in preparing agendas for the meetings of the Planning and Zoning Commission.
• Distributes and forwards P & Z agendas to all interested parties, through in-house e-mail and website.
• Prepares and mails public notices to affected property owners.
• Makes follow-up calls to Commission members to ascertain attendance prior to meetings.
• Sets up and attends Planning and Zoning Commission meetings to record and transcribe accurate minutes for permanent record.
• Assists with calendars for various staff members.
• Maintains records of changes in City Code.
• Verifies budget expenditures and maintains a database for use by division.
• Prepares and files check requests for payment of division expenditures and for reimbursement to staff.
• Assists with citizen inquiries, directs citizens to the appropriate staff person and/or takes messages.
• Prepares correspondence for the division as required.
• Account reconciliation-office ordering-booking travel-per diem rates.
• Performs related duties as assigned.

REQUIRED CONTACTS:

Ability to effectively communicate with employees, management, commission members and citizens in order to take and forward concerns and requests for service.

PHYSICAL AND ENVIRONMENTAL CONDITIONS:

Ability to sit, stand, and move about an office building.

• High school diploma required
• Must be a Certified Notary through the State of Texas or have the ability to become certified
• Previous work in an office setting with clerical experience required