Department Assistant id-9368

May 23, 2025

Description

Under the supervision of the Director and Assistant Director of CNS, this person will provide administrative support to CNS professional staff to ensure accurate and efficient operations of the department.

Examples of Duties

Works with other department staff to receive and screen visitors, answers telephone calls, takes messages, maintains office files, updates computer programs, and provides information to citizens.

Prepares correspondence, brochures and promotional materials for commercial districts, neighborhoods, and historic districts.

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Operates standard office equipment such as computer software packages, scanners, plotters and copy machines.

Provides information on Planning, Historic District Preservation, Community Development, Neighborhood Improvement, Sustainability and Solid Waste/Recycling programs to interested parties.

Serves as administrative support staff to the professional staff for the Planning Commission, the Historic District Commission, the Zoning Board of Appeals, and the Neighborhood Improvement Committee. Assists in mailing public notices, preparing meeting packets, agendas, and minutes. Required to attend some after-hours meetings.

Maintains confidentiality of documents and information received. Handles time-sensitive materials.

Maintains and organizes records for retention of Planning Commission, Zoning Board of Appeals and Historic District Commission activities. Maintains other office files as needed.

Assists with maintaining department forms and website content using the adopted brand standard. Edits and maintains an updated copy of the Unified Development Ordinance utilizing InDesign software and various Adobe editing programs. Compiles data and generates reports for the annual budgeting process.

Gathers data or performs research on special subjects or projects.

OTHER DUTIES & RESPONSIBILITIES:

Performs other duties as assigned.

Typical Qualifications

The job requires knowledge normally acquired through the completion of high school with additional training in administrative services. An associate degree preferred.

One to two years of experience in providing administrative support services, preferably in a governmental setting.

Interpersonal skills necessary to communicate effectively with various levels of City personnel and the general public in situations requiring tact and patience.

Demonstrated organizational skills necessary to ensure proper documentation and record keeping. Proficient computer skills necessary to utilize Microsoft Office programs. Knowledge of BS&A software preferred.

Experience with updating website content, marketing, or other design experience.

Mental ability to frequently experience pressure related to meeting deadlines, and work on projects requiring attention to detail with frequent disruptions from people and/or phone calls.

Physical ability to periodically sit in one position for extended periods of time. Incumbent must occasionally lift/carry items weighing up to 50lbs.

Supplemental Information

Working Conditions:

Normal office environment with little, if any, discomfort due to heat, dust, noise, and the like.

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