Admin Assistant/Planning & Zoning

Job Title: Administrative Assistant

Division/Department: Planning & Zoning / Development Services

Classification: Admin Asst. I / 17

FLSA Status: Regular, Full-Time, Non-Exempt

Created/Revised: February 23, 2023

TO APPLY: Please visit our website and download the application. You can email it to HR@elgintexas.gov, or deliver it in person to Elgin City Hall, located at 310 N Main St.

www.elgintexas.gov/Jobs.aspx

SUMMARY:

Under general supervision, the Administrative Assistant performs a variety of entry-level administrative and technical duties in support of the department’s goals and objectives. The Administrative Assistant will provide office support to the Planning and Zoning Division that includes responding to inquiries, requests, preparing reports and correspondence; and maintaining and updating filing systems and records.

Supervision:

This position reports to the Development Services Director, or designee, and has no direct supervision of other positions.

Education/Experience:

Applicant must have a high school diploma/GED and any related experience that includes general clerical tasks, customer service, research, data entry, and working with computers.

Experience working within a governmental entity is preferred, but not required.

License and Certifications:

Applicant must possess a valid Driver’s License, and be able to maintain it throughout tenure.

Essential Job Functions:

Routine duties include maintaining files; composing correspondence; reception; distributing materials; ordering and stocking supplies; processing applications/forms; and operating office equipment. This role requires the ability to provide administrative services for the department, such as answering phones, assisting visitors, and referring a range of issues and inquiries to higher management.

Knowledge, Skills, and Abilities:

· Knowledge of office practices and operations

· Knowledge of terminology used within the department, or ability to learn quickly

· Knowledge of maintaining calendars

· Skilled in customer service

· Skilled in professional communication in person, or via phone and email

· Skilled in balancing fluctuating deadlines and multiple projects

· Skilled in use of computers and related software, including Microsoft Office (Word/Excel/Outlook)

· Ability to assist department staff

· Ability to communicate with visitors regarding departmental policies and procedures

· Ability to display and maintain a helpful attitude and professional demeanor

· Ability to follow pre-established guidelines and procedures

· Ability to accurately file and scan related documents

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

In a typical work setting, the Administrative Assistant will:

Interpersonal Relationships

Have a high level of social contact working closely with staff and maintains daily contact in person, by phone and email with city staff, contractors, and the department. It is imperative that the person employed in this position maintains professional and ethical standards, including courtesy, cooperation, transparency, positivity, reliability, efficiency, and a respectful attitude towards others, and shall represent the City in a positive way, both on duty and in connection with City sponsored activities.

Hours/Travel

Works a standard Monday-Friday 40-hour work week. Predictable and regular attendance is considered an essential job function for this position.

Physical Demands and Work Conditions

Typically works indoors and will travel by foot or vehicle to other City buildings. Works close to others in shared office space. Frequently required to sit, stand at computer while using hands, arms, and fingers to reach and input data in systems. Exposure to noise from close by departments and co-workers. Operate and troubleshoot office equipment such as copiers, computers, calculators, printers, and other equipment. May lift and move boxes and equipment weighing up to 25 pounds.

Disaster Service Workers Clause

In the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, designated employee’s may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly different from the employees; normal work assignments and may continue through the recovery phase of the emergency.

Job Description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. 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. An employee may also perform other reasonable related business duties as assigned by the immediate supervisor. The City of Elgin is considered an At-Will employer, meaning both you and the City may, without any liability, terminate the employment relationship for any reason at any time and without notice.

Job Type: Full-time

Pay: $41,338.94 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Required)

Ability to Relocate:

• Elgin, TX 78621: Relocate before starting work (Required)

Work Location: In person