Community Development Administrative Assistant

Salary : $28.89 - $33.99 Hourly

Location : Lino Lakes, MN

Job Type : Full-Time

Job Number : CDAA02122025

Department : Community Development

Division : Building

Opening Date : 02 / 12 / 2025

Closing Date : 2 / 26 / 2025 11 : 59 PM Central

Description

The Administrative Assistant position performs various office support functions in a prompt and accurate manner that contributes to the efficiency and effectiveness of department operations. This position provides technical assistance and coordinates services and policies for the Community Development Department.

ESSENTIAL DUTIES & RESPONSIBILITIES

1. Accepts and processes land use applications, including conditional and interim use permits, variances, plats, parcel divisions, site plan reviews, and re-zonings.

2. Provides backup assistance to the Building Division, including scheduling inspections and issuing building permits.

3. Assists City Planner and Engineer with review of commercial plans, subdivisions, and other applications for completeness and consistency with City ordinances and policies.

4. Prepares public notices as required by law.

5. Prepares and distributes agenda and packets for the Planning and Zoning Board, Environmental Board, and Economic Development Advisory Committee; assists with preparation of department materials for inclusion in City Council packets.

6. Performs routine financial duties, including collecting fees, preparing deposits, maintaining budget records, coding invoices, and reconciling developer escrow deposits and sureties.

7. Attends monthly Planning and Zoning Board meetings and other meetings as needed. Takes minutes and transcribes them in final form.

8. Answers phones and citizen inquiries regarding zoning, planning, floodplain, building, and other information requests.

9. Assists the City Planner and Building Official with enforcement of City Code violations and processing of complaints and code reviews; prepares correspondence for mailing.

10. Coordinates and maintains planning case and code enforcement files for Permit Works property management system. Inputs data and generates reports as necessary. Maintains a working knowledge of permit, contractor, and rental licensing modules of Permit Works program.

11. Assists Environmental Coordinator with solid waste and recycling reporting; maintains solid waste contracts and annual licensing.

12. Assists City Engineer with capital improvement projects, including file management and preparation of notices and mailings.

13. Maintains department's filing and record retention system in accordance with the Data Privacy Act. Coordinates department's integration into the City's Laserfiche Document Imaging System, which includes establishing work flows, file preparation, and document scanning.

14. Provides backup for phone and front counters when needed.

15. Performs other duties as assigned or apparent.

Note : These examples are intended only as illustrative of various types of work performed and are not all inclusive. The City reserves the right to add, modify, change or rescind work assignments.

REQUIRED KNOWLEDGE AND ABILITIES

1. Ability to work in a professional manner by using tact, courtesy, and respect in dealing with the public and other City employees.

2. Knowledge, proficiency and accuracy in the use of computer applications and software / hardware, including Microsoft Office Suite and Adobe Acrobat X.

3. Knowledge of office procedures and practices.

4. Ability to work independently and to prioritize work.

5. Ability to perform duties efficiently and demonstrate good judgment and attention to detail.

6. Strong written and verbal communications and customer service skills.

7. Ability to work cooperatively with co-workers, supervisors, and the general public.

8. Ability to research, analyze, evaluate, plan and assist in the coordination of community development activities.

MINIMUM QUALIFICATIONS

1. High school diploma or equivalent.

2. Three years of related office experience. Completion of post-secondary coursework in office procedures or records maintenance may be exchanged for one year of experience.

3. Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.

4. Excellent written and verbal communication skills.

PREFERRED QUALIFICATIONS

1. Post-secondary education in Urban Studies, Public Administration, Business Administration, or related field.

2. Basic understanding of municipal government and prior office experience in municipal planning, engineering, or building inspections.

3. Knowledge and proficiency in the use of ArcMap.

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be added to enable individuals with disabilities to perform essential job functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, feel, operate objects, tools or keyboards, speak intelligibly, hear, and read. The employee is frequently required to stand, walk, and reach hands and arms. The employee must frequently move, turn, lift and carry objects weighing up to 20 pounds. Examples of lifting and carrying include, but are not limited to, paper, electronic equipment, books, and exhibit displays. Specific vision abilities required for this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

Office environment; significant exposure to computer screens; the noise level is usually quiet, although the ability to work with noise and distractions is required; this position works in a cube setting.

CONDITIONS OF EMPLOYMENT

Adherence to all organizational and departmental policies is required.

EXPECTED HOURS OF WORK

This is a full-time position. Normal business hours and evening meetings.

The City of Lino Lakes is an Equal Opportunity Employer committed to creating a diverse, equitable, and inclusive workplace. We comply with the Americans with Disabilities Act and will provide reasonable accommodations to qualified individuals with disabilities. We encourage all qualified candidates, including those from historically underrepresented groups, individuals with disabilities, and veterans, to apply.

Regular, full time employees of the City of Lino Lakes are eligible for a benefits package.

Annual Leave - Paid time off / Earned Sick and Safe Time. Accrues each pay period. 15 days per year for the first 5 years of employment.

Holidays - Paid time off on 13 designated holidays per year.

Insurance - Employer-paid employee health, dental and life insurance. Dependent coverage available.

Disability Insurance - Income replacement insurance for long term disability, if unable to work due to illness or injury. Subject to waiting periods and medical confirmation of disability.

Public Employees Retirement Association (PERA) Pension Plan - State mandated pension plan. Employee and Employer contributions. City contributes 7.5% and employees contriburte 6.5%. No waiting period. Members are vested in the plan after 5 years.

Deferred Compensation Plan (457) - Income set aside on a pre-tax basis for the purpose of retirement income. Investments are participant-directed. Participation is optional and the City does not contribute to the plan.

Health Care Savings Account - Tax-free reimbursement accounts for health care expenses.

Flexible Spending Arrangement - Tax-free reimbursement accounts for health, dental, vision, and daycare expenses.

Employee Assistance Program (EAP) - Free Employee Assistance Program provides confidential counseling and referral services to employees, family, and household members.

Wellness & Fitness - Employees receive a free single membership to the Rookery Activity Center. Memberships include full use of the Rookery including fitness floor, pool, sauna, gymnasium, and locker rooms. Membership also includes access to all basic fitness classes, open gym, and open swim.

Payroll Automatic Deposit - Payroll checks are automatically deposited into your designated checking and / or savings accout(s) each bi-weekly payday.

This summary highlights certain benefits avaiable through the City of LIno Lakes. Benefits may differ based on union contracts for employees represented by a collective bargaining unit. If there are any differences between benefits as described in this summary and the legal plan coduments or contracts, the plan documents or contracts shall govern. This summary is for information only and is subject to change or revocation without notice. This summary shall not constitute a contract or guarantee, express or implied.

Do you have a high school diploma or equivalent?

Do you have local government experience? If yes, please describe your experience. If no, please type N / A in the text box.

Do you have more than 3 years of office experience?

Can you type at least 50 words per minute with a high level of accuracy?

Do you have previous experience in data entry and records management systems?

Do you have Post-Secondary education or training in a related field such as material resources, environmental studies, environmental science, policy and management or related field; or equivalent combination of education and experience?

Do you have excellent written and verbal communications skills?

Required Question

Salary : $29 - $34