Administrative Assistant - DS

Provides administrative and clerical support for the Development Services Department.  Performs special projects as assigned. Under general supervision, is responsible for performing permit technician duties and providing information and assistance to the public.This information is intended to be descriptive of the principle duties and responsibilities of the position.  The following examples do not identify all duties performed by any single incumbent.

1.  Performs varied and increasingly responsible technical work involved in the acceptance of applications, review, processing, and issuance of all types of permits and licenses issued by the Departments.
2. Review application packets to ensure that all necessary documents are included in the submittals. 
3. Routes applications to correct persons for review and assembles comments from other departments and agencies.
4. Assemble the comments of the plan reviewers and communicate with applicants.
5. Prepares permits for issuance and assists in scheduling and keeping records of inspections. 
6. Assembles and assists in the preparation of agendas, and distributes various board agendas and minutes.
7. Collects and assembles data and background materials for reports and special projects.
8. Schedules meetings and consultations with Department staff, the public, outside agencies, contractors and developers.
9. Acts as a receptionist in the department and performs related duties.
10. Performs clerical duties by answering telephones, greeting visitors, directing inquiries and calls, providing information, processing memos, taking complaints, typing correspondence, filing, and performing other duties as assigned.
11. Attends meetings of various boards, records, and transcribes minutes.
12. Receives inquiries from citizens and contacts the appropriate department personnel regarding points that need their consideration and action.
13. Maintains accounting records, activity reports, computer and paper records for Departments.
14. Acts as the backup for the Permit Technician and performs Permit Technician tasks as needed.
15. Assists Building Services, Engineering, and Planning & Zoning staff as needed, and works in harmony with other staff.  May assist Code Compliance, Inspections, and Permits or in other work areas as needed.  Employee will be cross-trained to other functions within Departments as needed.
16. Prepares application files for Development Services by receiving applications, reviewing applications to insure that all necessary documents are included and assist with the public notices. 
17. Assembles, assists in the preparation of, and distributes board agendas and minutes. 
18. Performs other duties as may be assigned.

• Knowledge of administrative and clerical procedures such as managing files and records and other office procedures and terminology
• Skill in operating personal computers and utilizing Microsoft Office, Adobe, and other City or department-related computer software.
• Excellent organizational skills and abilities, including the maintenance of files
• Excellent interpersonal and communication skills
• Ability to prepare and write reports, memos, letters, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech
• Ability to handle difficult and stressful situations regarding work with the public
• Ability to establish effective working relationships with the public and co-workers
• Ability to work occasional evenings when committee meetings are scheduled
• Ability to maintain regular and predictable attendance

• Possession of a High School Diploma or equivalent with one year of related experience in an office setting.
• Possession of a Permit Technician I.C.C. certification, or ability to obtain within one year of employment
• Some college level courses is preferred
• Possession of a valid Texas Class C driver’s license

Salary : $19