Location: Plano,TX, USA
SERVE
At the City of Plano, our values make us who we are and guide us as we SERVE our city. As members of Team Plano, our organizational Values (what is most important to us) make up the acronym, SERVE (Stewardship Engaged Respectful Visionary Excellence).
Job Details
Why is the Planning Department a great place to work? The comprehensive array of employer-provided benefits and perks-including professional development opportunities via skill-based training and conference participation, paid professional certifications, and telecommuting allowances of up to two days per week-are only part of the story. The foundation of our great workplace lies in our culture of teamwork, community engagement, and dedication to serving the City of Plano through excellence in city planning (we are, after all, a national award-winning planning team). Our team members are committed to providing outstanding planning, development, heritage preservation, and land records services through cooperative efforts that engage our citizens and contribute to both the long-term and immediate quality of life in our community. We have fostered a very intentional, people-centric culture where each one of us is invested and engaged in the team, the organization, and the city. We are the embodiment of Team Plano and stand by our SERVE values.
As a valued Team Plano member, you will receive numerous benefits:
* Comprehensive medical, dental, and vision plans
* Membership in the Texas Municipal Retirement System (TMRS), in which the City matches contributions 2:1 upon retirement
* Up to three weeks of paid vacation
* Up to three weeks of paid sick leave per year
* Nine paid holidays
* Tuition Assistance
* Free Library Card
* Free recreation center membership
And so much more!
Every person matters. Every job has purpose. Together we make a difference. Join Team Plano!
In addition to a regular Monday - Friday, 8:00 AM to 5:00 PM schedule, this position will require the ability to work biweekly evening meetings. The meetings are generally held on the 1st and 3rd Mondays of each month and may require approximately 3-6 hours per meeting.
The target hourly rate for this position is $22.58 - $27.66, depending on qualifications.
Distinguishing Characteristics: This is the journey-level classification in the Administrative Assistant series. The incumbent plans detailed methods to attain desired objectives working within established policy. Methods require use of initiatives and resourcefulness in developing processes and procedures. Works under indirect supervision, conferring with supervisor on unusual matters. This classification is distinguished from the Administrative Coordinator position in the latter reports to a department director and has responsibility for monitoring, performing, organizing, and coordinating work between multiple units or departments.
Examples of ESSENTIAL JOB FUNCTIONS
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
* Composes, edits, and types correspondence, memoranda, reports, charts, and other documents using various word and data processing software.
* Compiles data and statistics to complete various reports.
* Receives, reviews, date stamps, prioritizes, and distributes incoming mail to appropriate personnel.
* Screens telephone calls and visitors; provides information in response to internal and external requests.
* Maintains appointment calendars; coordinates meeting and travel schedules; makes travel arrangements as needed.
* Performs various administrative tasks.
* May provide administrative support for Council appointed Boards or Commissions.
* Establishes and maintains departmental files; processes purchasing, personnel, and payroll related documents.
* Research and compiles data for budgets; assists with budget processing and monitoring; orders office supplies; reconciles expenditures.
* Prepares and processes resolutions, ordinances, and agenda items for City Council meetings.
* Regular and consistent attendance for the assigned work schedule is essential.
* Prepares/proofreads general correspondence as well as Planning & Zoning (P&Z) Commission meeting agendas, minutes, scripts, attendance records, and follow-up documents ensuring accuracy and consistently error-free work based on defined parameters.
* Responsible for the retention of P&Z documents (e.g., meeting minutes, follow-up letters, attendance, staff reports, notice letter, ad, address list aerial, locator, etc. in each project file) according to retention schedule and in appropriate electronic or hardcopy location.
* Confers with other departments, officials, and consultants; compiles and facilitates the handling of time-sensitive data to complete meeting packets and division reports.
* For staff-approved projects, drafts letters and certificates; sends correspondence on behalf of the planners and saves documents into project tracking software.
* Attends and facilitates bi-weekly, televised evening Planning & Zoning Commission meetings to assist in conducting the meeting; develops official minutes of the meetings; and announces public speakers
* Prepares zoning and replat notifications for mailing and news publication; records response letters received in tracking software and distributes to project planner.
* Communicates with, assists, and provides support to meet the needs of department leadership staff and P&Z Commissioners; coordinates meetings, events, and gathers pertinent meeting materials.
* Processes payments in accounting/planning software and compiles and reviews daily deposits; processes stipend payments for P&Z Commissioners on a quarterly basis.
* Prepares plans for signature for P&Z Commission Chair; notarizes approved plans.
* Produces and posts electronic speaker registrations for P&Z meetings using City's online interface.
* Responds to internal and external inquiries regarding departmental functions, rules, regulations, policies and procedures; provides excellent customer service.
* Works with Lead Planner to draft submittal calendars; drafts letters and other documents for staff-approved applicant projects; distributes and retains items in the appropriate software.
* Assists Director of Planning, department managers, and legal counsel with items required for new council member/commissioner training; reserves meeting space and compiles, revises, and prepares training materials.
* Coordinates the exchange of information and data with internal and external stakeholders.
* Provides backup customer service support to front desk staff.
Marginal Duties:
* Performs other duties as assigned.
Typical Decisions: The incumbent must decide work priorities and use independent judgment to coordinate departmental activities.
Minimum Qualifications:
Knowledge of: Office practices, procedures, equipment, and software, including word processing, spreadsheet and other software applications; rules of grammar; practices of document preparation; applicable laws or ordinances; department policies and procedures.
Skill in: Communicating clearly both verbally and in writing; completing basic mathematical calculations; operating a computer and standard software; establishing and maintaining effective working relationship; completing multiple tasks simultaneously. Depending on area of assignment, preference may be given to candidate who are bilingual in English and Spanish.
Education: High school diploma or GED equivalent.
Experience: Three (3) years of progressively responsible clerical or administrative support experience.
Any work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements
Licenses and Certifications: None. State of Texas Notary Public preferred depending on area of assignment.
Conditions of Employment: Must pass a drug test, criminal history background check, periodic CJIS background check (for positions requiring access into Police buildings) and social security number verification check.
Physical Demands and Working Conditions: This is primarily an office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees may be required to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.
Equal Employment Opportunity
Equal Opportunity Employer - EOE/M/F/V/D
Open positions are subject to close without notice.