City of Fort Lupton Hiring for Planning Administrative Assistant at Fort Lupton, CO Full Time

JOB

Starting Pay: $18.25-$20.99Full Pay Range: $18.50-$25.55SUMMARY: The Administrative Assistant for the Planning Department helps support a team of dedicated staff. The Administrative Assistant position provides confidential and administrative support such as assisting with drafting correspondence, creating spreadsheets, assisting in preparing presentations, filing records on behalf of the Planning Department and doing research. This position may be responsible for making travel arrangements, scheduling and tracking training and other meetings for department staff. Will assist with office software training and staff troubleshooting needs. Prepares, distributes, and maintains the official hearing records and public notices for the Planning Department; prepares and assembles meeting packets for boards and commissions. Periodically attends public meetings and serves as recording secretary.

EXAMPLE OF DUTIES

ESSENTIAL DUTIES AND RESPONSIBILITIES: Administrative Assistants provide diverse and confidential administrative, secretarial, and support services, interact with internal and external customers, public, vendors and other individuals; and performs other duties as assigned. May participate in broad Citywide issues and interact with elected officials, representatives of industry, community, or professional groups.Administrative support for various meetings, including arranging meeting locations and accommodations, development of notices or agendas, and preparation or coordination of informational materials. May prepare, organize and distribute agenda and/or staff report material for City Council, Planning Commission, other boards and commissions and/or other public meetings; attends meetings to take and transcribe minutes. May also provide support services and follow-up on items as requested or directed such as coverage for Planning Technician, or Building technician, phone coverage and payment collection. Give backup support in reviewing and processing proposed building projects, determining the types of permits required; reviews permits for accuracy and completeness. Routes applications to appropriate City officials and referral agencies for necessary reviews/approvals. Type and proofread a wide variety of regular, confidential, and/or case-sensitive reports, presentations, manuals, technical reports, memoranda, public announcements, flyers and/or statistical charts; type from rough draft, verbal instructions or transcribe machine recordings; and compose correspondence related to assigned responsibilities. Process applications, forms, notices, permits, billings and purchase orders. Organize and maintain files, logs, records, and related filing systems within specific program area of assignment. May conduct reviews/ research and recommend action and draft decision documents, or prepare technical summary reports.Receive and respond to in-person, email, and telephone inquiries and requests from the public and other staff on issues or matters related to specific program area of assignment. Provides information and handles issues that may require sensitivity; conducts review or research, and refers the request or issue to appropriate staff, as applicable.Attends to a variety of office administrative details; develops, implements or maintains operational, administrative, program, personnel, and other policies and procedures.Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain storage and filing.Website management.Other duties as assigned.

MINIMUM QUALIFICATIONS

KNOWLEDGE, SKILLS AND ABILITIES: English grammar, spelling and usage.Word processing, spreadsheet, and presentation software.Office administrative and management practices and procedures, including record keeping, filing and purchasing practices and procedures. Working experience with the preparation of reports, presentations, records and correspondence.Organize, set priorities and exercise independent judgment and personal initiative. Work with other staff.Apply extensive knowledge of advanced secretarial and administrative practices, including performing accurate filing and record keeping.Apply records management theories, methods, principles, and practices.Interpret, apply, explain and reach sound decisions in accordance with rules, regulations, agreements, policies and procedures.Perform a variety of duties to relieve department/division staff of technical or routine administrative detail.Manage and perform multiple tasks and activities.Communicate clearly and concisely, both in writing and orally.Establish and maintain effective working relationships with co-workers, customers, volunteers and citizens.Apply effective internal and external customer service skills.Use and operate general office equipment including a computer, printer, fax, copier, Use keyboard; utilize word-processing, spread-sheet or other application software as required for the position.REQUIRED QUALIFICATIONS: EDUCATION: High School diploma or GED Flexibility to attend occasional after hours meetingsAbility to use independent and discretionary judgment, maintain confidential informationExcellent written and oral communication skills.Ability to work independently with multiple assignments.Possesses a high-level of detail when performing tasks. Strong organizational skills, ability to set up systems and processes.EXPERIENCE: Experience in general office practices and/or management support, including operation of computers and application of word processing, and spreadsheet programs. Will consider applicants with ability to show they meet the required qualifications.Preferred QUALIFICATIONS: Knowledge of municipal government practices. Experience in working with other support staff.

SUPPLEMENTAL INFORMATION

PRE-EMPLOYMENT PROCESSES: The City of Fort Lupton maintains a drug free workplace, including marijuana. As a condition of employment, applicants selected for employment with the City of Fort Lupton may be required to undergo pre-employment drug testing and background check. Candidates whom are hired are subject to reasonable suspicion and post-accident testing. Some departments are also subject to random drug testing. Employment references may be conducted on finalist for the City of Fort Lupton vacancies. The maintenance of a valid license and a good driving record is required if the job duties require the operation of City vehicles or equipment or who must travel by motor vehicle in the course of City business. Applicants may be required to furnish copies of Motor Vehicle Records (less than 30 days old) when applying for positions that require a valid driver’s license. The City of Fort Lupton is an equal opportunity employer. We are required by state and federal agencies to keep certain statistical records on applicants. It will not be used in any way to discriminate against you because of your sex, race, age, sexual orientation, creed, national origin, disability or military status, gender identity, unless related to a bona fide occupational qualification as defined by the Colorado Civil Rights Commission and the Equal Opportunity Commission.