Job Description
Job DescriptionSalary: $19.92-$24.90
Functions:
This position provides a full range of administrative support to the Development Services Department. Under the general supervision of the Building Official, the Administrative Assistant is responsible for performing a variety of administrative and organizational operations including creating and maintaining spreadsheets, databases, and calendars, correspondence, ensuring that deadlines are met, coordinating department Public Information Requests, and creating original work product. This position will provide customer service to the community and maintains daily contact with builders, developers, and department staff.
Responsibilities and Duties:
- Manages DS Public Desk: This position will manage all DS public desk operations and is the first contact with all public Must be proficient in providing customer assistance to the public or directing them to the appropriate City department, individual, or City website for self-help.
- Administrative Support: Provide comprehensive administrative assistance to the Development Services department, including scheduling meetings, preparing reports, handling correspondence, taking payments, including all software systems utilized by the Development services department, general contractor registrations, STR permits handling, and assists with managing DS office supplies and inventory.
- Prepare and produce professional correspondence relating to Development Services sub-departments: Administration, Planning, Permitting, and Code Enforcement.
- Communication Management: Serve as the primary point of contact for internal and external communications, responding to inquiries and directing them to the appropriate team
- Receive telephone calls and visitors with professional courtesy, attentiveness, and concern, and process such incoming calls and messages expediently.
- Resolves citizen issues and provides information regarding Development Services policies and procedures. Refers to appropriate City departments as required.
- Document Preparation: Draft, proofread, and format a variety of documents such as memos, presentations, and reports for the department.
- Record Keeping: Maintain organized and up-to-date records, including electronic files, project documentation, and databases related to development projects and services.
- Coordinate department responses to Public Information requests.
- Meeting Coordination: Schedule and coordinate meetings.
- Assist in the preparation of agendas and supporting documents for City Council, Planning and Zoning, and Board of Adjustment meetings and participate in assembling agenda packets. Publish and post notices as required by law.
- Client Interaction: Assist in communicating with developers, contractors, and community members regarding project status, permits, and other development-related inquiries.
- Assists with tracking, escalation and follow-through on complaints and possible code violations.
- Support to Team Members: Provide assistance to team members in resolving administrative issues, processing forms, and responding to requests for information.
- Purchases supplies and equipment for the department, creates purchase orders, reviews invoices for accuracy.
- Database Management: Update and manage databases related to permits, licenses, and ongoing development services. Maintains the Development Service Website Page(s).
- Special Projects: Assist with special projects as needed, which may include research, event planning, or preparing data for presentations.
- Other duties as assigned.
Minimum Requirements:
- Minimum of 2 years of experience in an administrative or support role, preferably in a development services or municipal government setting.
- Valid drivers license
- Proficiency in Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Publisher, Outlook)
Preferred Requirements:
- One to two years of related experience and/or training; or associates degree; or equivalent combination of education and experience. Some college-level course work or equivalent level professional training in related
- Experience in administrative and technical support capacity for a municipality.
- Proficiency in SharePoint and Microsoft TEAMS
- Bilingual
Knowledge, Skills and Abilities Required:
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to manage multiple tasks and deadlines.
- Ability to work in a team environment and independently.
- Strong attention to detail and problem-solving skills.
- Ability to maintain an acceptable driving record.
- Ability to speak effectively before groups of customers or employees.
- Ability to reliably and predictably carry out duties.
- Ability to use GIS application is highly desirable.
The City of Horseshoe Bay is an Equal Opportunity Employer. We are committed to fostering an inclusive environment for all employees and applicants, and we do not discriminate based on race, color, national origin, gender, age, disability, sexual orientation, gender identity, or any other characteristic protected by law.