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FLSA STATUS

: Non-Exempt

DEPARTMENT

Community Development

SUPERVISORY STATUS

Non-Supervisory

REPORTS TO

Community Development Director

JOB SUMMARY

Under the direction of the Community Development Director, performs administrative and clerical work of significant complexity in supporting the operations of the Community Development Department. Acting as the primary point of contact for inquiries regarding zoning, development and land use. Works with considerable independence within the scope of established policies and procedures. Requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public.

EMERGENCY RESPONSE STATEMENT

Every city employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may involve irregular work hours, relocation to emergency sites, and duties beyond those specified in the official job description. Emergency assignments may involve physically and operationally challenging conditions with little or no advance notice.

ESSENTIAL JOB FUNCTIONS

The following statements describe the principal functions of this job and its scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. Serves as confidential Administrative Assistant to the Community Development Director. Provides clerical and administrative support to planning and assists with the daily functions, including but not limited to routine office tasks, creating forms, reports, and other documents as requested, preparing and maintaining calendar for department operations, distributing mail, ordering supplies, and equipment, processing department correspondence, receiving and routing telephone calls, greeting visitors, responding to inquiries and public records requests for the department. Greeting visitors, answers the telephone, and assists the public and employees regarding questions related to the department. Acts as a paraprofessional liaison to the public, applicants, their attorneys and representatives, developers, contractors, engineers, surveyors, City staff and Council, and outside agencies to support the Department. Performs research to assist the public in obtaining information, completing various forms, applications, permit requests, occupational licenses, etc. Maintains software programs relating to the department. Organizes and maintains a comprehensive filing system within the department. Receives and processes fees for the department, maintains the petty cash, and completes reconciliations, if required. Orders division supplies and prepares and submits purchase orders as required. Assists in budget preparation and monitoring. Responds to public records requests. Respects access to confidential information. Prepares and maintains correspondence, records, reports, notices, project files, easements, and other matters. Assists in writing, revising, editing, and proofreading City policies, procedures and other related documents and forms as needed. Assists with maintaining and updating website content for the department, as required. Coordinates advertisements for various publications as needed. Plans and coordinates travel arrangements for employees as necessary. Keeps calendars and schedules meetings and appointments as directed. Schedules, prepares agendas, attends, and takes minutes of meetings as directed. Assists in research and retrieval of records, conducting statistical comparisons of information, and developing reports as needed. Participates in and completes special projects as required. Participates on committees and with events as needed. Adheres to work schedule and attendance requirements. Performs other duties as directed and required. Adheres to all safety rules and regulations. Must create a positive public image as a representative of the city.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of modern office techniques, procedures and practices. Skilled in dealing with customers and able to handle stressful situations. Skilled in operation of Microsoft Office computer programs and other office equipment. Skilled in or ability to quickly learn planning software and similar computer applications. Skilled in creating ideas that improve production, organizational performance, or result in cost or time savings for the department. Skilled in establishing and maintaining effective work relationships and communicating in a positive and respectful manner with City staff, officials, other government and private agency officials, and the general public. Skilled in managing multiple projects and deadlines. Skilled in organization, including attention to detail. Ability to communicate effectively verbally and in writing with employees, Department Directors, other governmental agency representatives, City Officials, and the public. Ability to collect and analyze information, to interpret policies and other materials, and to assist in the development of workable solutions. Ability to plan and coordinate administrative activities and schedules in municipal government. Ability to manage and prioritize routine, specialized, and complex assignments and problems. Ability to demonstrate flexibility and cooperative attitude when faced with change. Ability to develop and manage an accurate record keeping system. Ability to be flexible and change job priorities at a moment's notice. Ability to communicate effectively verbally and in writing with staff, City Officials, and the public. Ability to work harmoniously with a diversity of individuals both inside and outside the City offices. Ability to make sound professional judgment based on department needs and cost effectiveness. Ability to operate motor vehicle to drive to training centers or various departments as necessary. Ability to travel occasionally for meetings, training, or career development. Ability to perform arithmetic computations accurately and quickly. Ability to conduct research, compile information, and prepare concise written reports. Ability to communicate with the public pleasantly both in person and by telephone. Ability to work harmoniously with a diversity of individuals both inside and outside the City offices. Ability to make sound professional judgment based on department needs and cost effectiveness. Ability to meet multiple deadlines and possess strong organizational skills, including attention to detail. Ability to present verbal and written reports clearly and concisely. Ability to work under pressure with frequent interruptions. Ability to travel occasionally for meetings, training, or career development. Ability to obtain Florida Notary of the Public.

QUALIFICATIONS, TRAINING AND EXPERIENCE

Required Qualification(s): Graduation from a standard high school or GED obtained. A progressively demonstrated skill of at least three (3) years' experience and aptitude for performing responsible clerical work. Must be proficient in Microsoft Office computer programs. Requires a valid driver license. Preferred/Desirable Qualification(s): An Associate's Degree. Prior governmental experience. Experience in community development and planning preferred. Strong skills in Microsoft Office and specialized software as a service. An equivalent combination of education, training and experience may be substituted for the minimum requirements.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee successfully to perform the essential functions of this job. The work environment characteristics are those an employee encounters while performing the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential job functions.

Physical Demands:

Requires the ability to coordinate hands and eyes using modern office equipment and must have moderate levels of eye/hand/foot coordination. Requires use of hand/fingers to handle, feel, and operate objects, tools, or controls such as keyboard; and reach with hands and arms. Specific vision abilities require close vision and ability to adjust focus. Requires the ability to differentiate colors and shades of colors and the ability to talk and hear. Must be able to lift and/or move up to twenty-five (25) pounds. Physical demands are in excess of sedentary work; requires prolonged periods of standing. Occasionally required to stand, walk, stoop, kneel, and crouch.

Work Environment:

Typical work environment will be in an office setting requiring long periods of sitting. The noise level is usually quiet to moderate. The office environment is typically busy and subject to constant disturbances from staff, stakeholders or community requests. Occasionally exposed to outdoor weather. Requires occasional travel representing the city at meetings, in various professional associations, or for training and career development.

EXPECTATION OF HOURS WORKED

Monday through Friday 8:00 am to 5:00 pm in the office unless duties require you to be away from the assigned workstation. Subject to be called in on a holiday or during an emergency. The City Manager and/or the Community Development Director reserves the right to modify the work schedule to better serve the department. After an offer of employment and prior to commencement of the employment duties, applicant will be subject to completing a background check. It is a condition of employment for employee to refrain from reporting to work or working with the presence of illegal drugs or alcohol in his or her body, and, if an injured employee refuses to submit to a test for drugs or alcohol, the employee forfeits eligibility for medical and indemnity benefits. Community Development Administrative Assistant is subject to reasonable suspicion, work related post-accident, and fitness for duty drug testing. This job description is not intended to be a contract for employment, and the employer reserves the right to make any necessary revisions to the job description at any time without notice. The City of DeFuniak Springs is an Equal Opportunity, E-Verify and Drug Free Workplace Employer.