Planning & Community Development Office Administrator I

Cityofmuskogee; Muskogee (OK); On-site; USD 32,000 - 46,000; Full time

Job summary

The City of Muskogee is seeking a diligent Community Development Office Administrator to perform varied clerical and administrative tasks in a public-facing environment. You will manage filing, scheduling, communications, and meeting support for planning and development commissions.

Responsibilities include greeting the public, processing information requests, coordinating agendas, recording minutes, and handling budgets and purchasing under supervisor guidance.

Qualifications

• High School Diploma or equivalent with office coursework and two years in a professional office setting.
• Proficiency with Microsoft Office Suite and Adobe Acrobat.
• Ability to communicate effectively in writing and verbally.
• Capability to handle public inquiries and maintain filing systems.

Responsibilities

• Greet and screen visitors, handle inquiries in person, by phone, and email.
• Acknowledge and file public records requests; organize incoming correspondence.
• Create, locate, and attach files to incoming communications requiring replies.
• Maintain electronic filing systems; process applications and prepare documentation.
• Prepare agendas and take minutes for commissions; coordinate meetings and travel.
• Order supplies, process purchases, and assist budget management.
• Operate office equipment and adapt to new technologies; ensure timely reporting.
• Plus other duties as assigned and maintain regular attendance.

Skills

Microsoft Office

Adobe Acrobat

Data entry

Communication

Customer service

Written communication

Typing

Stress management

Education

High School Diploma

Notary Public Certification

Tools

Electronic filing systems

Database management

Spreadsheets

Office equipment operation

Spreadsheets and word processing

Job description

CLASS TITLE: Community Development Office Administrator

PURPOSE OF THE CLASSIFICATION:

Performs moderately difficult and varied clerical and administrative work. Work entails performing a variety of office tasks with minimal direction and involves considerable contact with the public. including arranging schedules and meetings.

ESSENTIAL TASKS:

• Greets and screens visitors, handles inquiries from the public in-person, over the phone and through email, and takes messages, inquires, and transfers calls to the appropriate individuals.
• Acknowledges, responds, and files public information requests from citizens and businesses.
• Creates, locates, and attaches appropriate files to incoming correspondence requiring replies.
• Makes copies of correspondence and other printed material to be digitally archived.
• Opens, reads, routes, and distributes incoming mail and other material, and prepares answers to routine letters.
• Sets up and maintains an electronic filing systems for records, correspondence, and other material.
• Receives, handles and processes all incoming applications, and assists in preparing documentation for review.
• Prepares and disseminates agendas, and attends the Planning & Zoning Commission, the Historic Preservation Commission, the Board of Adjustment, Public Nuisance Review Committee, and the Uniform Building Code Appeals Board as the secretary taking notes to prepare and record minutes of the meetings as appropriate.
• Arranges conferences, meetings, and travel reservations for office personnel.
• Maintains scheduling and event calendars, and coordinates and/or schedules meetings, appointments and schedules for the Director.
• Orders and dispense supplies as needed, creates purchase orders, assign accounts and requisition invoices for payment.
• Assists with budget preparation and maintenance of the budget throughout the fiscal year.
• Operates office equipment such as copiers, phone systems, and uses computers for spreadsheet, word processing, database management, and other applications; learns to operate new office technologies as they are developed and implemented.

• Performs other work as necessary and/or as assigned.
• Must report to work on a regular and timely basis.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position.

REPORTING RELATIONSHIPS:

The Community Development Office Administrator reports directly to the Director of Planning and Community Development and does not have any direct reports or supervisory responsibilities.

QUALIFICATIONS

Training and Experience: High School Diploma or equivalent with specialized course work in general office practices such as computer operation, filing, accounting and bookkeeping and two (2) years of experience in a professional office setting, or an equivalent combination of related education and experience.

Knowledge, Abilities, and Skills:

• Considerable knowledge of computers and electronic data processing. Must be proficient with computers and other office equipment with considerable knowledge in the Microsoft Office Suite and Adobe Acrobat;
• Knowledge of modern office practices and procedures;
• Knowledge of large organization and/or City payroll and budgeting processes;
• Ability to effectively meet and deal with the public;
• Ability to communicate effectively verbally and in writing;
• Ability to handle stressful situations.
• Skilled in typing to effectively complete work assignments, type correspondence, transcribe minutes, disseminate information to staff and others;
• Skilled to effectively provide written and oral communications.

Physical Requirements: The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job in compliance with the American with Disabilities Act (ADA) requirements. On a case-by-case basis, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, arm and hand steadiness and finger dexterity will be needed enough to use a key board and telephone. Occasional sitting and standing is required. Occasional lifting and carrying of objects up to twenty (20) pounds. Occasional reaching, balancing, stooping, kneeling, crawling, twisting, handling and repetitive movements. Vision, speech, and hearing sufficient to perform essential tasks. Punctuality and reasonable attendance is essential. Must submit to drug screening and fitness to work physical exam.

Licenses and Certificates:

1. Possession of a valid Oklahoma Class D driver’s license is required.
2. Requires ability to receive within six (6) months of employment, and maintain, a Notary Public Certification.

WORKING ENVIRONMENT:

Work in this classification is primarily indoors in an office environment. Will travel to other locations as required.