PCD Administrative Assistant

The Planning and Community Development Department is seeking an Administrative Assistant. The position offers a competitive salary up to $31.15/hr DOQ, with full-time hours.

About the Role

This role provides a diverse range of responsibilities and multiple roles, primarily supporting the department's administrative needs. The position also coordinates with various city departments and supports advisory boards and internal committees.

Responsibilities

• Provides administrative support for the Planning and Community Development Department.
• Directs phone calls and email inquiries to the appropriate staff member.
• Develops and maintains department standard operating procedures.
• Administers accounts payable for the Department.
• Processes payroll for the Department.
• Counsels Human Resources on matters such as new hires, change of status, terminations, request to fill, etc., for the department.
• Purchases for the Department.
• Maintains and manages contracts, including those with consultants and vendors for hardware and software.
• Coordinates legal advertising and mailing legal notices in accordance with state and local laws.
• Administers the annual budget for the department.
• Manages department fleet vehicles.
• Responsible for asset maintenance and inventory.
• Prepares department correspondence and policies under the direction of the Director.
• Records and coordinates to respond to public records requests and comply with all current records retention policies and procedures.
• Organizes both paper and electronic records.
• Available to witness, attest, or certify various documents as requested.

Requirements

• Excellent organizational and computer skills, including high-level knowledge of business writing and progressive office management procedures, as well as public record procedures.
• Ability to effectively communicate in a friendly, tactful, and professional manner in person, on the phone, and in writing with the public, contractors, vendors, consultants, elected officials, and city staff.
• Must be able to adhere to strict deadlines and work independently under pressure.
• Solution-oriented and team-oriented.
• Ability to lift light to medium items.

Skills and Abilities

• Knowledge of environmental conditions: Works indoors mostly in an office environment, occasional fieldwork in a variety of weather conditions. May be required to sit or stand for extended periods of time.
• Computer equipment and software requirements: Computer hardware and software programs, telephone, copy machine, printers, fax machine, transcription equipment, scanners, and other office equipment. Must be able to learn current City database systems. Proficient in Microsoft Office and Adobe Pro. Proficiency with Adobe Creative Suite is highly desired.

Education and Experience

• A high school diploma or GED equivalent.
• Two (2) years of experience in secretarial, clerical, and staff support work, preferably with a municipality.
• Experience with a municipal Planning or Development Services department is highly desired.
• An associate degree in Business or a similar field is preferred.
• At the discretion of the City Administrator or designee, an equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skills, and ability to successfully perform the essential functions of the job will be considered.
• A valid Florida driver license is required or the ability to obtain one within 30 days of establishing residency in Florida and the ability to maintain a valid Florida driver’s license.