ADMINISTRATIVE ASSISTANT I-PLANNING AND ZONING

Order Type :

PAY RATE: $18.23/HR

 

Position Summary:

Performs moderately advanced clerical, secretarial and staff assistant work which includes the operation of a desktop computer and telephone, copying, scanning, filing, archiving, customer interaction, organizing, processing division expenditures for payment, processes work orders and other division paperwork, preparing monthly City Manager’s report, and requests along with direct public interaction through telephone calls, e-mails, letters and walk-up customers and other miscellaneous tasks.

 

Essential Duties and Responsibilities: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Performs duties that assist the planning team and participates directly in the work of the individual(s) supported. Secures details of specialized information, coordinates office work and provides information regarding the services and operation of the unit.

• Tasked with appointment calendars and schedules appointments. Receives customer telephone calls, greets, and provides customer service for those who call or visit the planning office, and acts as a backup for the planning team, as needed.

• Keeps office running smoothly and organizes documents for processing by senior staff.

• Prepares and maintains new files for new projects and assembles documents. Files letters, reports, and related technical information in the prescribed manner. Assembles information for others' use. Archives files once completed and no longer needed in the main office.

• Prepares letters, forms, reports, schedules, manuals, booklets, board packets and related paperwork.

• Performs research and retrieval of records. Assists in the preparation and maintenance of department records.

• Creates, tracks, and completes the requisitions, purchase order, invoice, and work order processes for the department.

• Prepares monthly City Manager’s report.

• Manages P-Card transactions.

• Orders and maintains office supplies.

• Retrieves and delivers mail. Prepares and ships mail and packages.

• Attends meetings and types minutes for each of the three (3) citizen boards [Planning Board (PB), Board of Adjustment (BOA), and Historic Resources Board (HRB)]. Occasionally may occur comp time for after-hours HRB meeting.

• Informs City Clerk & Board members of meeting cancellationS.

• Responsible for scanning, documenting, and maintaining documents for digital access.

• General clerical assistance, including copying, filing, mail-out preparation, telephone surveys, order supplies, etc.

[These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job related marginal duties as required.]

 

 

Minimum Qualifications: To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and certificates or licenses required in order to fill the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

 

Knowledge, Skills, and Abilities:

• • Ability to provide excellent customer service.

  • Knowledge of data collection methods and statistical analysis techniques.

  • Ability to understand laws, rules, and regulations.

  • Ability to present ideas and findings clearly and concisely in writing, orally or graphic form.

  • Skilled in the use of computers and software utilized by the assigned work unit, including Word, Excel, Microsoft Teams, Munis and Mainstar.

  • Ability to establish and maintain effective working relationships with other staff, outside agencies and the public.

  • Ability to access, input, and retrieve information from a computer.

 

Education and Experience:

• Graduated from an accredited high school or possession of an acceptable equivalent diploma.

• Experience in complex filing projects preferred.

 

Certificates and Licenses:

• Valid Florida driver's license and be insurable by the City’s auto insurance carrier.

 

Essential Physical Abilities:

Code: Constant = 2/3 or more of the time

Frequent = from 1/3 to 2/3 of the time

Occasional = up to 1/3 of the time

N/A = Not applicable

 

Physical Abilities	Constant	Frequent	Occasional	N/A
Heavy lifting (45 lbs. and over)				X
Moderate lifting (15 to 44 lbs.)			X
Light lifting (under 15 lbs.)			X
Heavy carrying (45 lbs. and over)				X
Moderate carrying (14 to 44 lbs.)			X
Light carrying (under 15 lbs.)			X
Reaching above shoulder				X
Use of fingers		X
Both hands required_			X
Climbing (use of legs and arms)				X
Climbing (legs only)				X
Good near vision		X
Good distant vision			X
Both eyes required			X
Depth perception			X
Distinguishing basic colors			X
Distinguishing shades of colors			X
Good hearing (with or without hearing aid)		X
Straight pulling				X
Pulling hand over hand				X
Pushing				X
Walking			X
Standing			X
Crawling				X
Kneeling			X
Bending			X
Balancing			X
Stooping			X
Jumping				X
Running				X
Throwing				X
Driving (cars, small vans, pick-ups, etc.)			X
Driving & operating (heavy equip., trucks, etc.)				X
Other

 

 

Environmental Conditions	Constant	Frequent	Occasional	N/A
Work Inside	X
Work Outside			X
In the Heat			X
In the Cold			X
In High Humidity				X
In Dampness or Chilliness				X
In Dry Conditions				X
In or with Noisy Conditions				X
In Darkness				X
In or with Dusty Conditions				X
With Silica, Asbestos, etc.				X
With Fumes or Gases				X
With Smoke or Flames				X
With Chemicals				X
With Solvents				X
With Grease or Oils				X
With Radiant Energy				X
With Electrical Energy				X
On Slippery Surfaces				X
On Uneven Surfaces				X
In or With Moving Objects				X
In or With Ladders/Scaffolding				X
At Heights above Ground Level				X
Below Ground Level				X
In Water				X
With Explosives				X
With Poor Ventilation				X
With Odors				X
With Unusual Fatigue Factors				X
Other Relevant Information:				X

 

Emergency Responsibilities:

In the event of an emergency or disaster, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee’s department, Emergency Management or City Administration. Such assignments may be before, during or after the emergency/disaster.

 

Disclaimers:

 

This job description is not intended to, and does not, constitute an offer of employment or a contract for employment or the terms and conditions of employment. The City of Plant City has the right to revise this job description at any time.