Job Title: Administrative Assistant
Salary range: $22.00 - $24.00 p/hr DOQ/E
Department: Planning and Zoning
Hours: Full-Time
Job Description:
JOB SUMMARY:
Under the general supervision of the Deputy Village Manager or designee, provides high level administrative and clerical support to the Planning, Zoning and Resiliency Department and assists the Deputy Village Manager with administrative functions as needed. This position plays a key role in supporting departmental operations, managing documents and communications, coordinating meetings, and ensuring a smooth facilitation of the monthly Planning & Zoning Board and Historic Preservation Board meetings. The ideal candidate is detail-oriented, professional, and capable of handling a variety of administrative duties with a high degree of accuracy and confidentiality.
ESSENTIAL JOB FUNCTIONS:
- Serves as principal point of contact for departmental inquires via phone, email, and/or in person;
- Provides administrative support to the Planning and Zoning director and staff;
- Provides administrative support to the Deputy Village Manager, as requested.
- Communicates and interacts with department and village staff, architects, contractors, legal and real-estate professionals, various village, county and state agency personnel for the purpose of providing information on various departmental activities and functions;
- Assists with the intake, processing, tracking of planning and zoning applications, permits, and related documentation;
- Compiles data from a wide variety of sources for the purpose of complying with financial, legal, and/or administrative requirements;
- Composes a wide variety of documents, maintains manual and electronic documents, files and records budget data, financial records, and grant records;
- Assists with drafting and formatting reports, correspondence, and presentation materials
- Coordinates monthly Planning and Zoning Board and Historic Preservation Board agenda; meeting notice, attends meetings and transcribes minutes for distribution to board members;
- Coordinates the Business Tax Receipt process for the Village;
- Assists with departmental payroll submission;
- Prepares and submits invoices for payments;
- Performs general office duties such as ordering supplies, processing mail, and maintaining office equipment;
- Participates in meetings, workshops, and seminars to gather information, as requested;
- Responds to various inquiries for program-specific and/or village-related requests for information;
- Schedules, conferences, meetings, and travel arrangements for the department and Deputy Village Manager; and
- Performs other duties as assigned.
MINIMUM REQUIREMENTS TO PERFORM WORK:
- High School diploma or G.E.D required; Associate’s degree or higher Public Administration, Urban Planning, Office Administration, or related field, preferred.
- Minimum of one year of experience as an administrative assistant preferably in municipal government or planning/zoning environment;
- Or equivalent training, education, and/or experience; and
- Valid State of Florida Driver’s License.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Proficiency in Microsoft Office Suite; familiarity with agenda management software a plus.
- Strong organizational, time management, and multitasking skills;
- Excellent verbal and written communication skills.
- Excellent customer service skills.
- Ability to professionally interact with the public, elected officials, applicants, and internal staff;
- Ability to attend evening Planning & Zoning Board meetings, as required;
- Working knowledge of Village policies and procedures;
- Act as a representative of the Village to the public;
- Effectively and efficiently organize and track department records;
- Ability to maintain confidentiality;
PHYSICAL DEMANDS:
May require lifting light office supplies (up to 25 lbs.).
WORK ENVIRONMENT:
- Work requires no unusual demand for physical effort.
- Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices or meeting and training rooms, e.g., use of safe workplace practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations.
The Village has the right to revise this position description at any time, and does not represent in any way a contract of employment.
To Apply Please Submit Resume to hr@msvfl.gov
Miami Shores Village is an equal opportunity ADA/Drug Free workplace. Veteran's preference will be awarded under applicable Florida Law. All resumes are subject to Florida Public Records Law.