Development Services Staff Assistant

: Position Information Posting Number 2024244 Position Title Development Services Staff Assistant Position # 7897 FLSA Non-Exempt Classification Type Administrative/Clerical Department Development Services Job Type Full Time Work Schedule Monday-Friday; 8am-5pm Hiring Pay Rate $17.00-$19.00/hour (depending on qualifications) Posting Opening Date 05/16/2024 Posting Closing Date Job Summary Under general direction of the Development Administrator, the Development Services Staff Assistant performs a variety of clerical and administrative responsibilities in direct support of the City's development review and building permitting processes. This position is highly visible, involving frequent contact with the general public. Essential Job Functions

• Accepts and routes for processing development review-related applications and submittals, including, for example, site plans, subdivision plats, TxDOT applications, infrastructure construction drawings, as-built drawings, etc.
• Schedules pre-development and SDRC follow-up meetings, creates weekly SDRC agendas, collects and enters SDRC comments from 911, TxDOT, and Brazos County, formats SDRC action notification headers and PDF original comments for first time reviews, and sends weekly SDRC action notification emails.
• Processes subdivision plat mylars; sends follow-up correspondence, including subdivision addressing plans.
• Accepts, circulates, and files 3rd party inspection reports and deferred submittals for building permits.
• Assists with scheduling meetings and meeting preparations; attends meetings and prepares meeting minutes or other records/documents, as needed.
• Responds to telephone, e-mail, or in-person inquiries from citizens, City staff, local businesses and others; provides resources and general information regarding development review, licenses and permits, planning, zoning, building and other department activities.
• Composes, types, reviews, and/or edits a variety of correspondence, reports, forms, meeting minutes, presentations, graphics, maps, and other specialized materials.
• Provides general administrative/clerical support including filing, copying, scanning, faxing, ordering office supplies, processing mail, notarizing documents, entering and processing invoices, and performing other data entry as assigned.
• Processes and records subdivision plats.
• Organizes and directs the filing and retrieval system of maps, plats, documents and records.
• Organizes and maintains electronic and paper departmental files and records using LaserFiche scanning software; ensures compliance with records retention guidelines.
• Produces special reports regarding department activity.
• Serves as backup for Development Services Representatives.
• Performs additional duties and responsibilities, as required.
• Responds regularly and promptly to work.

Minimum Qualifications Required:

• High School Diploma or GED.
• At least two (2) years of work experience performing administrative/clerical support responsibilities and/or performing work related to planning, land development, community development, or building construction/inspection.

Preferred:

• Experience in municipal government.
• Experience with scanning software (Laserfiche) and/or experience with governmental software (HTE) preferred, but not required.
• Additional education/training in business or public administration.

Equivalent combinations of education, experience, certification, and training may be considered. Knowledge, Skills & Abilities Knowledge of:

• Development review, building permitting and inspection processes and procedures preferred.
• Modern office procedures, methods, and equipment.
• Business letter writing, report preparation, and record keeping.
• Proper English usage, spelling, grammar, and punctuation.

Ability to:

• Perform general clerical and administrative tasks such as data entry, filing, and record keeping, and using spreadsheet and word processing applications to prepare a variety of documents.
• Perform responsibilities with a high degree of accuracy and attention to detail.
• Organize work, meet critical deadlines, and follow up on assignments with minimal direction.
• Use spreadsheet and word processing applications (Microsoft Word/Excel/Outlook) and learn other governmental software (HTE) to perform day-to-day tasks.
• Work independently and use good judgment when completing tasks.
• Take the initiative to learn individual job tasks and continue to broaden knowledge levels by willingly accepting new responsibilities and attending training to advance skills.
• Maintain a professional demeanor at all times and deal patiently with people in difficult and highly stressful situations.
• Demonstrate satisfactory performance and regular, reliable, and punctual attendance.
• Abide by City and department administrative directives, policies, and procedures.
• Provide management with sound, positive advice, and information concerning the incumbent's area of responsibility.
• Establish and maintain cooperative working relationships with those contacted in the course of work and to communicate effectively with co-workers and the general public.

Skills:

• Advanced proficiency in use of personal computer operations, use of standard office equipment and other machinery/equipment appropriate to job responsibilities.
• Strong verbal and written communication skills.
• Strong spelling, grammar, punctuation, vocabulary, and basic business arithmetic skills.
• Strong customer service skills, with the ability to communicate with tact and diplomacy.
• Strong planning, organizational, problem-solving, and time management skills.

Licenses, Certifications & Special Requirements

• Must be able to obtain appointment as a Texas Notary Public within 6 months of employment.
• Bilingual (Spanish/English) is preferred, but not required.

Physical Demands Physical demands include but are not limited to: sitting, talking, hearing, seeing, standing, walking, bending, reaching, twisting, pushing, pulling, using hands and fingers to operate office equipment and machines, and occasionally lifting and/or moving objects up to and including 25 pounds. Working Conditions Work is performed primarily in an office setting or a well-lighted and temperature-controlled working environment. Equipment Work shall be performed with tools, appliances and equipment approved by those agencies and bodies that have control, authority, or approval of the design working ranges or limitations of those items; the employee has the responsibility to conform to those ranges and limitations. Equipment may include but is not limited to: multi-line telephone, computer, fax, copier, networked plotting and printing devices, calculator, and other similar office equipment. Additional Notes/Instructions for Applicants This is not intended to be construed as an exhaustive list of responsibilities, duties, and skills required. City management has exclusive rights to alter this at any time without notice. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. This document does not create an employment contract, implied or otherwise, other than an ‘at-will' relationship. Quicklink for Posting