Administrative Assistant II - Planning

Administrative Assistant Ii

Under direct supervision of the Current Planning Manager, performs specialized administrative and technical work in support of an assigned department or division. Employee may be responsible for providing secretarial support at an executive level or for coordinating administrative functions of work units within the assigned department.

Work involves performing routine secretarial functions, performing bookkeeping functions, processing departmental information and electronic applications, preparing documents, answering telephone calls, mail, providing customer service, and maintaining records. Work also involves coordinating and attending meetings and providing administrative support for committees, advisory boards, researching and compiling data, performing routine analysis of operational data to assist department staff, and ensuring compliance with routine reporting requirements. Relieves management staff of routine administrative tasks and other communications and initiates appropriate response; records dictation; types, composes, types, edits, or proofreads correspondence on behalf of management staff; records and / or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information. Serves as review coordinator and circulates documentation to appropriate departments for Development Review Committee (DRC) meetings and Architectural Review Committee (ARC) reviews. Liaison between the assigned department and other departments, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among department personnel; Acts as the Planning Advisory Board secretary and attends advisory board meetings; records and / or transcribes meeting minutes; distributes documentation; maintains records. Coordinates arrangements for various meetings : notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings. Maintains schedule of activities for assigned department; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis and notifies parties involved of changes. Receives money in payment of various fees, fines, deposits, or services; records transactions, issues receipts, and forwards revenues as appropriate. Assists in coordinating the division's interaction and assistance with the general public, and elected officials. Performs general office / administrative work as required, including but not limited to typing reports. Receives and responds to public inquiries regarding planning, codes and land development related matters. Performs other related duties as required.

High school diploma or GED; supplemented by college level course work or vocational training in secretarial science, office administration, and personal computer operations; supplemented by two (2) to three (3) years previous experience and / or training involving office management, administrative work, office administration, bookkeeping, customer service, data entry, personal computer operations, and / or experience in area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid State of Florida Notary Public certification. Must possess or obtain the most current FEMA 100, 200, and 700 Incident Command System certifications within 6 months of appointment to the job. Has considerable knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position of Administrative Assistant II. Has considerable knowledge of secretarial and office administration practices, and of the operation of standard office machines and equipment used within the department. Has general knowledge of bookkeeping practices and methods. Has considerable knowledge of guidelines for proper document formatting, spelling, punctuation, and grammar in business communications. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Knows how to keep updated of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. Has knowledge of the laws, ordinances, standards, and regulations pertaining to specific duties and responsibilities of the position. Has the ability to comprehend, interpret, and apply laws, regulations, procedures, and related information. Is able to effectively communicate and interact with supervisors, members of the general public, and all other groups involved in the activities of the department. Has the ability to plan, organize, and prioritize daily assignments and work activities. Is able to use independent judgment and work with little direct supervision as situations warrant. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Has the mathematical ability to handle required calculations. Is able to read, understand, and interpret departmental documentation, reports, and related materials. Is knowledgeable and proficient with computers and software programs typically used in the position. Is able to type and perform data entry accurately and with appropriate speed. Must be physically able to operate a variety of office machines, tools and equipment, such as a personal computer, scanner, telephone, switchboard, postage machine, dictation equipment, cash register, shredder, two-way radio and general office equipment. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and / or pulling of objects and materials of light weight (5-10 pounds). Tasks may also require feeling, fingering and / or stooping. Tasks may involve extended periods of time at a keyboard or workstation. Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts. Performs described Essential Functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations. Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas. Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment. Works primarily in an office environment.