Strategic 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

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