Administrative Assistant II - Planning & Development Services

Starting Salary Range: $48,555.00 - $57,797.00

EXAMPLES OF WORK TO BE PERFORMED:

• Provides administrative support to all Department of Planning and Development Services Members including: preparing and following up on routine correspondence; phone calls; mail distribution (incoming and outgoing); coordinating calendars and schedules across multiple departments, divisions, and functions; assisting various members of the public with general inquiries and concerns; and assisting with budget and other report preparation and presentation.
• Formats resolutions, ordinances, and other reports for review and possible action by the City Council, the Planning and Zoning Commission, the Historic Landmark Commission, and the Board of Zoning Adjustment.
• Assists with preparing the City Council Chambers and the Planning Conference Room for meetings of various Boards and Commissions and the development community.
• Processes payment authorizations; purchase orders; and other financial documents using appropriate software and technology applications.
• Reviews and reconciles department purchase card charges.
• Assists in organizing and maintaining a records retention system for the department.
• Accurately read, type, process, document, and distribute information from a wide range of departments and sources.
• Compose letters, statements, memos, labels, and other documents, as directed. 
• Address, stuff, post, sort, collect, stamp mail and distribute.
• May assist with the developing and compiling various budget and financial documents.
• May assist in timekeeping functions for the department, modifying and correcting time as directed by the Executive Director of Planning and Development Services.  
• May attend City-related events or functions which may require some overnight travel.
• Various other clerical duties such as creating presentations and spreadsheets, proofread correspondence.
• Performs other essential duties as required and / or assigned in order to achieve successful operation of the Department of Planning and Development Services. 
• Provides exemplary customer service.  
• Must be detail oriented and possess strong organizational skills.
• Other tasks, projects, or assignments as directed by the Executive Director of Planning and Development Services.
• This position may require attendance at Planning and Zoning Commission Meetings from time to time.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

• Ability to establish working relationships with City Council, Boards and Commissions, the general public, and others of various levels of responsibility.
• Ability to make independent decisions in accordance with the City and / or Department of Planning and Development Services Policies.
• Ability to organize, prioritize, track, and manage multiple projects and duties.
• Ability to understand and follow oral and written instructions and to request clarification when needed.
• Ability to handle confidential matters.
• Ability to work independently in the absence of supervision.
• Advanced computer skills and training including, but not limited to: Microsoft Word, Excel, PowerPoint, Adobe Products, and Google Suite applications.
• Excellent written and verbal communication skills.
• Ability to meet deadlines and perform multiple tasks accurately.
• Strong organizational skills and ability to prioritize tasks and assignments. 

REQUIRED EDUCATION, TRAINING AND EXPERIENCE:

• High school diploma or equivalent required.
• Minimum two (2) years previous job-related experience.

DESIRED TRAINING AND EXPERIENCE:

• Bachelor’s Degree.
• Minimum of 3 years of related experience, preferably in municipal setting. 
• Commission as a Notary public or the ability to obtain within six (6) months of employment.

ESSENTIAL PHYSICAL FUNCTIONS:

The physical activity of this position:

• Reaching. Extending hand(s) and arm(s) in any direction.
• Standing. Particularly for sustained periods of time.
• Walking. Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping. Applying pressure to an object with the fingers and palm.
• Feeling. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.

The physical requirements of this position:

• Sedentary work. Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

The visual acuity requirements including color, depth perception, and field vision: 

• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.

The conditions the worker will be subject to in this position:

None. The worker is not substantially exposed to adverse environmental conditions.  

AMERICANS WITH DISABILITIES

The City of Mansfield complies with the Americans with Disabilities Act of 1990 and it is our policy to ensure that no person is discriminated against based on their disability.  The City of Mansfield offers equal employment opportunity to qualified individuals and strictly prohibits the discrimination against qualified individuals on the basis of disability.  The City of Mansfield shall provide reasonable accommodates to applicants and employees who are otherwise qualified to perform the essential job duties when doing so does not create an undue hardship for the city.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

The City of Mansfield is an Equal Opportunity Employer who is committed to hiring and retaining highly qualified persons and a diverse workforce.  The City of Mansfield is mandated by federal law to provide a drug-free working environment for the safety of its employees and the public.  All employment is contingent upon passing a post offer pre-employment drug test and/or physical.  It is the policy of the city not to discriminate against any person in recruitment, examination, appointment, training, promotion, discipline or any other aspect of personnel administration because of religious opinions or affiliations, membership or non-membership in employee organizations, or because of race, color, national origin, ancestry, marital status, age, gender, veteran, disability or any other basis prohibited by federal, state, or local laws.

Salary : $48,555 - $57,797