Community Development Executive Assistant

cityofportales; Portales (NM); On-site; USD 33,396 - 65,169; Full time

Job summary

The City of Portales, New Mexico seeks a Community Development Executive Assistant to provide advanced administrative support to the Community Development Director. Your role will include oversight of the Planning & Zoning Division and Code Enforcement program.

This position demands strong organizational and interpersonal skills. You will also manage planning-related applications, assist the public with regulations, and represent the department at various meetings.

Qualifications

• High school diploma or GED required. Associate's degree preferred.
• Two or more years related experience in administrative support is preferred.
• Ability to learn laws and procedures specific to Planning and Zoning.

Responsibilities

• Provide guidance on zoning and land-use regulations to the public.
• Review and track planning-related applications and site plans.
• Prepare public notices and staff reports for meetings.

Skills

Attention to detail

Organizational skills

Interpersonal skills

Communication skills

Education

High school diploma or GED

Associate’s degree in business administration or public administration (preferred)

Job description

THE CITY OF PORTALES, NEW MEXICO

POSITION POSTING #2026-18

POSITION: COMMUNITY DEVELOPMENT EXECUTIVE ASSISTANT

DEPARTMENT: COMMUNITY DEVELOPMENT

STATUS: EXEMPT

REPORTS TO: COMMUNITY SERVICES DIRECTOR

SHIFT: REGULAR – 40 HOURS PER WEEK

SALARY: MINIMUM $33,396 – MAXIMUM $65,169 ANNUALLY DOQ

GENERAL DESCRIPTION:

Under limited supervision, the Community Development Executive Assistant provides advanced administrative, operational, and technical support to the Community Development Director and plays a key role in the oversight of the Planning & Zoning Division and Code Enforcement program. This position serves as the primary Planning & Zoning administrator and supervises the Code Enforcement Officer, ensuring consistent application of municipal codes, zoning regulations, and development standards.

TASKS AND RESPONSIBILITIES:

• Serve as the Planning & Zoning Administrator, including meeting with the public to provide guidance on zoning, land-use regulations, permitting processes, and development requirements.
• Review, process, and track planning-related applications, site plans, variance requests, special use permits, re-zoning applications, and subdivision proposals.
• Prepare and post required public notices in compliance with legal timelines and municipal regulations.
• Prepare staff reports, presentations, and materials for Planning & Zoning Commission meetings; attend and present items at all Commission meetings.
• Collaborate with the Clovis permitting office and other regional agencies to coordinate development review and permitting workflows.
• Identify, document, and assist in resolving zoning and land-use violations.
• Approve timecards, time‑off requests, modifications to work hours, and correct timesheet errors as required.
• Attend City Council meetings and other public or interdepartmental meetings on behalf of the Director.
• Act as the department’s decision‑making authority when serving as designee; address operational issues, communicate with staff, and represent the department as needed.
• Exercise temporary signatory authority, participate in leadership meetings, and carry the Director’s work phone during periods of absence.

KNOWLEDGE, EXPERIENCE, AND SKILLS:

1. High school diploma or GED required. Associate’s degree in business administration, public administration, or related field preferred.
2. Must comply with the Dept. of Homeland Security requirements for employment and be at least 18 years of age.
3. Two or more years related experience demonstrating the ability to maintain operational integrity, support department projects, and provide administrative support to a manager or department preferred.
4. Ability to learn local, state and federal laws and procedures, especially those specific to Planning and Zoning functions.
5. Strong attention to detail and accuracy, with good organizational skills and the ability to work on a variety of assignments in a busy multi-tasked office.
6. Ability to create, compose, and edit written material and work independently.
7. Knowledge of basic grammar, spelling, and mathematics, and basic secretarial reference materials and resources.
8. Strong interpersonal and communication skills and the ability to work effectively with a wide range of people in a diverse community.
9. Maintain cooperative professional relationships with customers, peers, supervisors, managers, and the community in general, while projecting a professional image through in-person and telephone interactions.

WORK ENVIRONMENT:

Work is performed in an office environment. Noise level could be quiet to moderate. Most of the time is spent in a seated position. Work entails keyboarding and manual dexterity, and also entails regular reaching, stretching, and lifting of standard supplies and materials.

WORK SCHEDULE:

The regular work week is Monday through Friday, 8:00 a.m. to 5:00 p.m. with one hour off for lunch. Additional time may be required after regular hours. Schedule to be established by supervisor.

PHYSICAL REQUIREMENTS:

1. Must sit for extended periods of time, stand, or walk, as necessary.
2. Must stretch, reach, or lift objects or materials that may be up to 25 pounds in weight.
3. Must perform multiple tasks requiring manual dexterity at the same time.
4. Ability to crouch and/or kneel.
5. Must write legibly, speak clearly and concisely.
6. Must hear, understand, and respond to verbal information in person, by phone, including difficult to understand callers in a courteous and professional manner.
7. Ability to coordinate use of hands, eyes, and one or both feet in operation of automobile, as well as various office equipment.
8. Must see, read, and understand written information and instructions.
9. Must think and apply judgment, discretion, and initiative in accomplishing work.
10. Must engage in interpersonal interactions and complaints that could be stressful or sensitive in nature.

TRAVEL REQUIREMENTS:

1. Limited travel – ability to travel for meetings and training may be required.
2. Overnight travel may be required.

PRE-EMPLOYMENT REQUIREMENTS:

1. Must pass a background investigation including work history, criminal records, driving records and other records deemed necessary.

CONDITIONS OF CONTINUED EMPLOYMENT:

1. Candidates must have and maintain a satisfactory driving record and insurability in accordance with the City’s insurance carrier.

The City of Portales is an Equal Opportunity Employer and Drug Free Workplace.