Planning & Community Development Office Administrator I

PURPOSE OF THE CLASSIFICATION:   

Performs moderately difficult and varied clerical and administrative work.  Work entails performing a variety of office tasks with minimal direction and relieving a superior of numerous administrative details.  Work involves considerable contact with the public and includes arranging schedules and meetings.  Work is performed with a high degree of independence, though it is subject to administrative review. 

ESSENTIAL TASKS:

• Greets and screens visitors, handles inquiries from the public in-person, over the phone and through email, and takes messages, inquires, and transfers call to the appropriate individuals.
• Acknowledges, responds, and files public information requests from citizens and businesses.
• Creates, locates, and attaches appropriate files to incoming correspondence requiring replies.
• Makes copies of correspondence and other printed material to be digitally archived.
• Opens, reads, routes, and distributes incoming mail and other material, and prepares answers to routine letters.
• Sets up and maintains an electronic filing systems for records, correspondence, and other material.
• Receives, handles and processes all applications, preparing and publishing related legal notices, ordinances, and resolutions to meet deadlines.
• Prepares and disseminates agendas, and attends the Planning & Zoning Commission, the Historic Preservation Commission, the Board of Adjustment, Public Nuisance Review Committee, and the Uniform Building Code Appeals Board as the secretary taking notes to prepare and records minutes of the meetings as appropriate.
• Arranges conferences, meetings, and travel reservations for office personnel, maintains scheduling and event calendars, coordinates and/or schedules meetings, appointments and schedules for the Director as well as other conferences and meetings.
• Orders and dispense supplies as needed, creates purchase orders, assign accounts and requisition invoices for payment.
• Assists with budget preparation and maintenance of the budget throughout the fiscal year.
• Operates office equipment such as copiers, phone systems, and uses computers for spreadsheet, word processing, database management, and other applications; learns to operate new office technologies as they are developed and implemented. 
• Performs other work as necessary and or as assigned reporting to work on a regular and timely basis.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position. 

REPORTING RELATIONSHIPS:

The Community Development Office Administrator reports directly to the Director of Planning and Community Development and does not have any direct reports or supervisory responsibilities.

QUALIFICATIONS:

Training and Experience:  High School Diploma or equivalent with specialized course work in general office practices such as computer operation, filing, accounting and bookkeeping and two (2) years of experience in a professional office setting, or an equivalent combination of related education and experience. 

 

Knowledge, Abilities, and Skills:

• Considerable knowledge of computers and electronic data processing. Must be proficient with computers and other office equipment with considerable knowledge in the Microsoft Office Suite and Adobe Acrobat;
• Knowledge of modern office practices and procedures;
• Knowledge of large organization and/or City payroll and budgeting processes;
• Ability to effectively meet and deal with the public;
• Ability to communicate effectively verbally and in writing;
• Ability to handle stressful situations.
• Skilled in typing to effectively complete work assignments, type correspondence, transcribe minutes, disseminate information to staff and others;
• Skilled to effectively provide written and oral communications. 

Physical Requirements:  The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job in compliance with the American with Disabilities Act (ADA) requirements.  On a case-by-case basis, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, arm and hand steadiness and finger dexterity will be needed enough to use a key board and telephone.  Occasional sitting and standing is required.  Occasional lifting and carrying of objects up to twenty (20) pounds.  Occasional reaching, balancing, stooping, kneeling, crawling, twisting, handling and repetitive movements.  Vision, speech, and hearing sufficient to perform essential tasks.  Punctuality and reasonable attendance is essential.  Must submit to drug screening and fitness to work physical exam.

Licenses and Certificates:  Possession of a valid Oklahoma Class D driver's license is required.  Also requires the ability to receive within six (6) months of employment, and maintain, a Notary Public Certification.

WORKING ENVIRONMENT: Work in this classification is primarily indoors in an office environment.  Will travel to other locations as required.