Department: Community Development
Rate of Pay: $24.39 - $29.64
Position Type: PT Employee (20 hrs/week) with benefits
See full job description and apply
Purpose of Position
This position serves in a public facing administrative support capacity for the Community Development Department in general, and the Planning Division in particular. Relates information to the public, other agencies, and departments about planning and building requirements and processes and supports service delivery with backup coverage for staff absences. Performs varied support duties that require knowledge of office routines and an understanding of the organization, programs, practices and procedures related to the daily operation of the department.
Essential Functions
- Provides high-quality service to residents, businesses, applicants, and other stakeholders on matters related to department functions.This includes but is not limited to services offered and inquiries answered via “walk-ins” at the office, phone calls, and emails.Explains to applicants the requirements and the current process status of projects to clarify timelines, improve communication and minimize service delivery contention.Refers certain questions to the appropriate staff. (30%)
- Performs word processing, filing, photocopying, and general clerical duties for the department. (20%)
- Responsible for preparing meeting minutes, agendas and legal notices.Assembles and mails packet information to committee members. May be required to attend evening meetings to serve as a recording secretary as determined by the Community Development Director. (20%)
- Provides effective communications within the department, and with City departments, local and state agencies, and the general public. Coordinates scheduling, notification and verification regarding departmental activities. (10%)
- Maintains department files, including preparation for archiving and the fulfillment of records requests, in accordance with established policies and procedures. (10%)
- Provides assistance to other staff as workload and staffing levels dictate. Maintain work areas in a clean and orderly manner.Support and respect diversity in the workplace. Advance and protect the interests of the City and its citizens in all matters.
- Operates city vehicle in pick-up and delivery of materials to/from various sources and city offices within the local area, including site postings.(5%)
- Maintains safe work habits and contributes to the safety of self, co-workers and the general public.
- Maintains consistent and regular job attendance and adherence to working hours.
- Effectively and clearly communicates to others verbally and in both electronic and physical written form.
- Must develop and maintain positive working relationships with supervisors, co-workers and customers.
Auxiliary Job Functions
- Assists the permit technician(s) in a backup capacity in carrying out public facing duties related to building division operations in the event of an absence.
- Complete training as assigned by the Department Director on basic application, notification, and timeline requirements per state law and local code.
Job Qualifications
Mandatory Qualifications:
Two years of administrative support experience. Ability to occasionally work in the evenings is mandatory. Working from the department office is required.
Knowledge of:
- Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Professional verbal and written communication skills.
- Digital and physical file management and record-keeping procedures.
- Customer service techniques and practices.
- Standard business English composition, spelling, grammar and punctuation.
Ability to:
- Provide high-quality customer service to citizens.
- Professionally and effectively coordinate with other agencies and City departments.
- Communicate clearly, concisely, and professionally, both orally and in writing.
- Flexibly adapt to and adopt changing technology and practices.
- Learn other software utilized within the department, which may include, but is not limited to, Microsoft Teams, Microsoft OneDrive, Dropbox, Bluebeam, Adobe Acrobat, TeamGIS, Energov, ePlan/Project Dox, iG Inspect.
- Work effectively with the public, vendors, service providers and City staff.
- Organize office environment and workflows efficiently.
- Manage time efficiently and effectively.
- Self-direct and organize routine tasks for timely completion.
Desirable Qualifications:
- Knowledge of planning and building programs, policies, related procedures and terminology; experience in a local government community development office.
- Knowledge of records retention and maintenance requirements for Oregon public agencies.
- Multilingual; especially the ability to speak, read, and/or write in Spanish and/or Russian.
- Experience with TeamGIS, ArcGIS or similar mapping software.
- Prior local government experience in a planning or community development environment in the state of Oregon, and/or familiar with knowledge of the land use planning process.
Physical Demands of Position
While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility. Duties involve moving materials weighing from 5 to 10 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 20 pounds. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, calculator, telephones and other standard office equipment.
Working Conditions
Typical office working environment. The noise level in the work area is typical of most office environments with frequent interruptions, service to walk-in customers, telephones, and background noises. Attendance at night meetings or events outside of regular business hours is required on occasion.
Supervisory Responsibilities
Supervision is not a typical responsibility of this position.
Supervision Received
Works under the general supervision of the Department Director. May receive guidance and/or instruction from other Department staff.
Education and Experience
- Typically, a high school education or GED, and two or more years of administrative support experience.
- Any equivalent combination of education and experience which provides the applicant with the knowledge, skills and training necessary to perform the job.
Special Requirements/Licenses
- Possession of, or ability to obtain, an Oregon or Washington driver’s license, and possess and maintain an acceptable driving record.
- Ability to occasionally work in the evenings is mandatory.
- This is a front-facing office position and is ineligible for a teleworking schedule.
Disclaimer
THE ABOVE DESCRIPTION COVERS THE MOST SIGNIFICANT DUTIES PERFORMED BUT DOES NOT INCLUDE ALL DUTIES THAT MAY BE PERFORMED BY AN EMPLOYEE OF THIS CLASSIFICATION.