Job Details

Description

Job Summary:

The Administrative Assistant performs skilled office work in support of the activities associated with the Planning and Zoning and Building Inspection Divisions in the Community Development Department.

Job Scope:

Work is of a responsible and sometimes confidential nature requiring some independent judgment and discretion. This employee does not have supervisory responsibility over subordinate personnel. This employee is responsible to and subject to the supervision of the Community Development Director.

Essential Duties and Responsibilities:

Board and Commission Support -

• Develop and distribute agenda packets, meeting minutes, and public notice materials associated with Planning Commission / Board of Zoning Appeals and Board of Building Code Appeals.
• Provide administrative support functions associated with the activities and actions of the Planning Commission / Board of Zoning Appeals and Board of Building Code Appeals.
• Attend Planning Commission / Board of Zoning Appeals and Board of Building Code Appeals meetings during evening hours.

Department Automation -

• Create spreadsheets and reports by inputting and retrieving information from Naviline / Central Square and other various software tools for planning, building and development activity.
• Maintain and advance Naviline / Central Square database, including developing new reports / documents, creating new processes, and automating / modifying / refining existing processes.
• Utilize Cognos Analytics software to query database information as well as generate automated reports related to department activities and metrics.
• Advance application and permit process automation through the development of the Click2Gov customer portal

Customer Service and Public Interface -

• Assist the Customer Service Representative with responding to inquiries via phone, e-mail, and working directly with the public at the front counter or forwarding to appropriate personnel as part of overall customer service functions.
• Prepare and disseminate public education and information materials related to Community Development functions, primarily by monitoring the need for content changes and updating such content on the city website, as well as other electronic and printed items.

Department Administration -

• Receive and review building and other permit / planning applications for completeness and appropriate content, calculate and process fees associated with such permits and applications, enter information into Navaline / Central Square or other software, and disperse information to appropriate personnel or process and approve over-the-counter.
• Provide general administrative support for department staff.
• Coordinate the organization of the central / project filing system, paper and electronic, for the department and maintain department / division files, paper and electronic, to ensure proper organization and retention protocols are met.
• Assist the Director and Deputy Director by conducting general administrative duties related to monitoring / developing standard operating procedures, and monitoring budget and financial information and activities.
• Track and review department / division budgets, prepare purchase order requisitions, process billings and invoicing and monitor financial progress through accounting process.
• Prepare and develop weekly, monthly, and annual reports as required.

Education, Certification and Experience Requirements:

High School diploma or GED and a minimum of 2 years experience in office work, or any equivalent combination of training and experience that provides the appropriate knowledge, abilities, and skills. Operates computer using Microsoft office (primarily Word and Excel), as well as entering and retrieving data on various City software programs. Requires the possession of a valid driver's license and a good driving record. Prior work in local Government / Community Development capacity preferred.

Skills, Knowledge and Abilities:

Knowledge of office practices and procedures. Ability to proof and format business documents. Ability to organize and prioritize multiple tasks. Ability to make routine monetary transactions with speed and accuracy. Knowledge of and proficiency in the use of personal computers and various software programs, i.e. Word, Excel, Outlook, Navline / Central Square, Cognos, etc. Ability to operate a variety of office equipment including complex telephone systems. Ability to understand and carry out oral and written instructions and to develop working procedures appropriate to the objectives desired. Ability to make independent decisions toward the accomplishment of assigned tasks and goals. Ability to establish and maintain effective working relationships with superiors, other employees, other governmental agencies, and the general public contacted in the course of the work. Excellent public relations / customer service skills and abilities are a must.

Tools and Equipment Used:

Personal computer; telephone; multiple document scanner, copier; facsimile; 10-key calculator; postage meter and scale; radio and pager equipment; vehicle.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires mobility to complete errands, flexibility of body, manual dexterity and hand/eye coordination adequate to use equipment as assigned. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee normally works within an office environment and interacts with the public, via a variety of communication methods.

Selection Guidelines:

Formal application, rating of education and experience; and successful completion of oral interview; reference check; physical and drug screen; and background checks are required. Job related tests including assessments may be required.

The City of Gardner is an equal opportunity employer. Any applicant/employee with a disability as defined in the Americans with Disabilities Act may request an accommodation to perform the functions of this position. Requests should be directed to the immediate supervisor.

The duties listed above are intended only as illustrations of the various types of work performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.