Administrative Assistant For Planning & Building Department

The City of Louisville seeks a detail-oriented, customer service-driven individual as an Administrative Assistant for the Planning, Building and Economic Vitality departments.
The Administrative Assistant works under the direction of the Community Development Director and performs administrative tasks for the Building, Planning & Economic Vitality Divisions within the Community Development Department. Assists customers in person and via telephone, answers questions, and handles public inquiries and complaints for Planning and Building. Exercises independent judgement, displays superior customer service, has the ability to communicate in writing and in person in a highly professional manner, and works within departmental and City guidelines and policies.
This is a great opportunity to come work in the heart of Louisville on Historic Main Street.
Louisville's authentic Main Street contributes to the city's small-town feel and hosts outdoor dining, craft breweries, galleries, boutiques, a state-of-the-art library, and more. The City of Louisville is an award-winning small city recognized as the Best Place to Live by Money Magazine for several years. We offer an exceptional overall staff experience with outstanding benefits and an administration that is focused on providing a vibrant, healthy community with strong values.
Hiring Range depending on experience:
Administrative Assistant $48,651 to $63,232
Senior Administrative Assistant $53,518 to $69,555
The City of Louisville offers the following benefits:

• Health, Dental, and Vision Benefits
• Flexible Spending Accounts / Health Savings Account Short and Long Term Disability
• Employee Assistance Program
• Basic Life/Accidental Death & Dismemberment Tuition Assistance
• Learning & Development Opportunities Wellness Program
• Recreation Center Pass
• Retirement Plan 401(a) with employer match
• Paid time off including vacation, sick and 12 holidays

• Performs a variety of administrative assignments, including but not limited to: word processing, data entry, spreadsheets, scheduling, copying, scanning, distributing mail and faxing.
• Issues and processes contractor licenses and building permits, including calculation and collection of fees.
• Creates and edits tasks within the EnerGov software to benefit the department permit and planning process.
• Department liaison between the department and IT on software maintenance and record keeping.
• Answers telephones and provides assistance or routes calls to appropriate staff members.
• Responds to external and internal requests for information, services and or products by phone or in person, relying on specialized knowledge of the department and a good understanding of the processes and workflow.
• Generates reports and data to provide information in a timely manner and usable format.
• Maintains files and copies of plat maps and PUD documents, including the timely recording of all documents with the County Clerk and Recorder.
• Maintains pre-submittal and submittal lists, calendars and ensuring accuracy and confirming appointments.
• Maintains informational documents and packets with appropriate updates on a yearly basis and more often as needed.
• Composes and types routine and non-routine correspondence, including but not limited to: departmental memos and board and commission memos.
• Proofreads documents prepared by other department employees for grammar and professional wording.
• Maintains a departmental filing system, establishes new development case files, inputs information into the Access program and files correspondence into proper files.
• Establishes and maintains permanent files for central file storage system.
• Files and retrieves data as requested. Makes recommendations for changes or improvement to file processes.
• Oversees the ordering of supplies for the department following the current City's purchasing procedures.
• Tracks and monitors expenses of the department by division for use by the Director in developing the yearly department budget.
• Assists with special projects as requested, including contacting other City departments and the general public for information and support.
• Assists in scheduling board and commission hearings. Prepares legal notices for publication and mailing to surrounding property owners. Assists in preparation of meeting packets for distribution including agenda, minutes from previous meeting, staff reports and attachments. Compiles all documents for inclusion on the City's web site.
• Attends assigned board and commission hearings in the capacity of Recording Secretary and prepares minutes. Sets up the chambers for all meetings. Board and commission assignments may include, Planning Commission, Historic Preservation Commission, Board of Adjustment, and Building Code Board of Appeals.
• Handles confidential and sensitive information with a high level of discretion and confidentiality.
• Establishes and maintains procedures for office operations.
• Researches options for purchasing office equipment and supplies.
• Assists customers at counter and on telephone, answers questions, handles inquiries and complaints.
• Prepares correspondence, purchase orders, and check requests.
• Coordinates with City Clerk and IT to maintain permit files and permanent address files.
• Other duties as required.

Administrative Assistant II:

• Completion of a high school diploma or equivalent
• Experience in administrative processes, data entry, and processing techniques, using Microsoft Office Suite and other software specific to the division.
• Three years of technical clerical experience; or any equivalent combination of acceptable education, training, and experience

Administrative Assistant III (Senior):

• Completion of a high school diploma or equivalent
• Depth of extensive experience in administrative processes, data entry, and processing techniques, using Microsoft Office Suite and other software specific to the division
• Five years of technical clerical experience; or any equivalent combination of acceptable education, training, and experience
• Prefer experience working for a municipality or local government.

Special Licenses Required:
Notary public license at the time of appointment or City will provide but must be able to acquire one within six months of being employed. Valid Colorado driver's license with an acceptable driving record.
Knowledge, Skills and Abilities (all levels:)

• Strong knowledge and experience in all facets of office administrative practices including word processing, data entry and spreadsheets.
• "Can do" attitude and able to figure things out independently
• Strong written and verbal communication skills with the ability to effectively communicate and interact with all levels of personnel within the City and the general public in a positive and cooperative manner.
• Strong organizational and customer service skills.
• Skill and knowledge of EnerGov/Tyler Technology software desirable but not required
• Proficient in handling multiple tasks efficiently; ability to prioritize tasks and demonstrate flexibility in completing such tasks.
• Participates in continuous improvement efforts and makes recommendations for general office procedures and operations.
• Ability to acquire technical knowledge based on understanding the department policies and procedures to perform tasks and answer questions independently related to planning.
• Proficient in exercising initiative and judgment as well as making decisions within the scope of assigned authority.
• Requires use of standard office equipment including but not limited to: a personal computer, phone, recording, printing, copy and fax machines.
• Software utilized includes but not limited to: EnerGov/Tyler Technology, Microsoft Word, Excel, , and Outlook.
• Receives minimal supervision under the direction of management. Plans daily work activities and prioritizes tasks to meet defined work plans and objectives. Expected to handle different and specialized functions in department.
• Makes recommendations to the director for budget allocations that pertain to functional areas.

PHYSICAL REQUIREMENTS:
While performing the duties of this job, the employee is regularly required to read, speak clearly, and hear; use hands, fingers, handle or feel objects, tools or controls. The employee is occasionally required to walk and reach with hands and arms. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Pre-employment Screening: An offer of employment is contingent on the successful completion of a criminal background check. Certain positions may also require, but are not limited to, driving record check, drug screening, and a physical.
EQUAL OPPORTUNITY EMPLOYER:
The City of Louisville offers Equal Opportunity for employment and advancement to all qualified applicants and employees. It is the city's policy not to discriminate on the basis of race, religion, creed, sex, age, national origin, ancestry or disability unless related to a bona fide occupation qualification. This policy applies to all aspects of employment and the provision of the municipal services. The Human Resources Director has been designated as the compliance coordinator for persons with disability seeking employment and will provide reasonable accommodations for testing and employment to qualified applicants.
Employment Type: Regular Tier 1