Administrative Assistant- Planning
City of League City, TX
League City, TX 77573
$44,378.61 - $64,348.97 a year
Description
The purpose of this position is to provide professional administrative / technical support to the Planning Department and provide auxiliary support across the Development Services umbrella. The Administrative Assistant ensures efficient daily operations, assists with development-related activities, and provides exceptional customer service to residents, developers, consultants, and other City staff. This position plays an integral role in maintaining departmental organization, facilitating communication, and supporting the overall implementation of the City’s planning objectives. This position also serves as the public face of the department.
Essential Job Functions
Essential Duties and Responsibilities
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
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Administrative Support
- Provides day-to-day administrative assistance for the Planning Department and related boards and commissions.
- Prepares correspondence, reports, memoranda, and meeting minutes for internal and public distribution, as needed.
- Organizes digital and physical records and project files in accordance with record retention policies.
- Enters purchase requisitions, invoices, and credit card reconciliations using the Tyler system.
- Provides support to staff for preparation of notices, mailouts, postings and other ancillary duties related to public notifications.
- Orders and maintains inventory of Planning Department supplies.
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Customer Service and Public Interaction
- Greets and assists the public, developers, and contractors in person, by phone, and via email for the Planning Department and for departments that do not have front-facing staff (Engineering and Neighborhood Services).
- Provides general information about planning, zoning, and development processes.
- Participates with the Customer Care Team to determine customer services best practices and enhance customer service for both internal and external customers.
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Departmental Coordination
- Assists staff with scheduling meetings, preparing agendas, and assembling packets for the Planning and Zoning Commission, Zoning Board of Adjustment, and Historic Commission, as needed.
- Coordinates travel documentation, arrangements, itineraries, and training registrations for Planning staff.
- Tracks departmental expenditures and assists in budget preparation and monitoring.
- Supports interdepartmental coordination with Engineering, Building, and Code Enforcement.
- Assists the Director in entering / administering items through an electronic software for items to be considered by the City Council.
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Technical and Data Management
- Maintains databases and digital files related to development applications, zoning cases, and subdivision plats.
- Compiles and formats data for annual departmental summaries and budget data.
- Provides basic assistance with document formatting and digital filing.
- Maintains files in accordance with retention laws and guidelines.
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Other Duties
- Performs cashiering duties and processes development-related payments by cash, check or other electronic means.
- Assists in special projects or community planning initiatives as assigned.
- Performs other related duties as required to support the Planning Department’s mission.
Minimum Qualifications
Education and Experience
- High school diploma or GED required.
- Associate’s degree in business, public administration, planning, or a related field is preferred.
- One to three years of administrative experience, preferably in a local government or public service setting with customer service experience.
- A combination of education and experience can be considered.
Supplemental Information
Knowledge, Skills, and Abilities
Knowledge of:
- Office administration practices, procedures, and equipment.
- Basic municipal planning, zoning, and development terminology and processes is preferred.
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Tyler/MUNIS systems.
- English grammar, spelling, punctuation, and formatting standards.
- Records management and retention requirements.
Skill in:
- Providing outstanding customer service in person, over the phone, and electronically.
- Organizing, prioritizing, and completing multiple assignments accurately and efficiently.
- Drafting professional correspondence, reports, and meeting documents.
- Managing multiple calendars, scheduling, and meeting coordination.
- Working collaboratively with staff across departments and with the general public.
- Communicate effectively, both orally and in writing.
- Interpret and follow oral and written instructions.
Ability to:
- Maintain confidentiality and exercise discretion in handling sensitive matters.
- Adapt to changing priorities and perform duties independently with minimal supervision.
- Exhibit professionalism, tact, and a positive attitude in all interactions.
- Demonstrates a positive, professional attitude and builds strong, cooperative relationships with both internal staff and external customers.