Administrative Assistant III - GC0701 - DEVELOPMENT SERVICES ADMIN
City of Denton
Job Description
Title: Administrative Assistant III - Planning
Position ID: GC0701-220002
Department/Division: Development Services/Planning
Reports to: Administrative Supervisor
FLSA Designation: Non-Exempt
Safety Sensitive: No
DOT: No
Definition: Responsible for assisting the Planning and Development Staff by performing complex administrative functions.
Essential Functions:
Performs routine office tasks including data entry and file management
Operates electronic plan review, permitting, retention, and meeting management software such as ProjectDox and TrakIT software.
Acts as TrakIT and Laserfiche Administrator.
Reviews project applications for completeness and route to appropriate review staff.
Assures policies and procedures are followed in the receipt, routing and processing of project fees.
Drafts and maintains the Development Review Committee’s weekly project schedules.
Records minutes of the Development Review Committee’s weekly meetings.
Assists in resolving citizen and customer questions or concerns.
Provides secretarial support for the Planning Division which includes arranging meetings and conferences.
Assists the Planning and Zoning Commission (P&Z), Zoning Board of Adjustment (ZBA), and the Historic Landmark Commission (HLC) liaisons by preparing packets including printing, binding,
and delivery. Ensures all regulatory meeting requirements are met in accordance with State law.
Covers administrative personnel when called upon anytime during normal hours of operation.
Assists or serves as the timekeeper for the Planning and Development Department, which includes tracking longevity, vacation, and sick time.
Assists in preparing the Planning Division section of the City Council agenda packet.
Executes the delivery of newspaper notices.
Maintains division expenses through the city’s purchasing program.
Assists in the budget compilation and the completion to the Finance Department.
Conducts specific research and prepares reports and memorandums.
Orders, monitors, and maintains office supplies.
Orders the menu for P&Z meetings, trainings and other special events, coordinates delivery, set-up, and clean-up.
Maintains regular and punctual on-site attendance
Additional Duties:
Performs other duties as assigned
Minimum Qualifications / Acceptable Equivalency:
High School diploma or GED equivalent
Five (5) years of progressively responsible administrative experience, which involve high public contact, discretionary decision-making, handling of confidential matters and administrative
duties
OR
Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job
Core Competencies:
Ability to communicate effectively both verbally and in writing
Ability to form and maintain effective relationships with coworkers and customers
Advanced skills using standard office equipment and machinery.
Demonstrated computer literacy in word processing, spreadsheets, data base management, and other software appropriate to the Division.
Ability to comprehend computer hardware and software
High problem-solving skills.
Ability to multitask.
Proficient in using Microsoft office software, and Adobe professional
Preferences:
Bilingual in Spanish and English
Prior municipal experience
Experience in accounting software such as JD Edwards.
Registered Texas Notary
A degree in Organization Management, Public Administration, Business or related field from an accredited college or university with one-year of responsible administrative, supervisory
or customer service experience.
Conditions of Employment:
Must have a valid Class “C” Driver’s License and valid state required minimum automobile liability insurance prior to employment (must obtain Texas Class “C” driver’s license and state
required minimum automobile liability insurance within 90 days of hire per state law)
Must pass a drug test, driver’s license check, criminal history background check, and social security number verification check
Must have knowledge of business English and general office practice.
Must be able to work overtime when requested.
Must become an Administrator for all required software and receive training within 60 days from date of hire
Physical Requirements:
Overall Strength Demands: The italicized word describes the overall strength demand of the functions performed by the incumbent during a typical workday.
Sedentary – lifting no more than 10 pounds
Light – lifting no more than 20 pounds; carry up to 10 pounds
Medium – lifting no more than 50 pounds, carry up to 25 pounds
Heavy – lifting no more than 100 pounds, carry up to 50 pounds
Very Heavy – lifting more than 100 pounds, carry more than 50 pounds
Physical Demand Codes: The following describes if the incumbent is expected to exert the following physical demands during a typical workday and the overall frequency.
Codes for “how often”:
Y = Yes
N = No
E = extensive (100-70%)
M = moderate (60-30%)
I = infrequent (20-10%)
A = almost never (<10%)
Task: Code:
Standing: M
Sitting: M
Walking: M
Lifting: A
Carrying: A
Pushing/Pulling: A
Overhead Work: A
Fine Dexterity: M
Kneeling: A
Crouching: I
Crawling: A
Bending: A
Twisting: M
Climbing: M
Balancing: Y
Vision: E
Hearing: E
Talking: M
Video Display: E
Other:
Machines, Tools, Equipment and Work Aids:
The essential functions of this position require the use of standard office equipment, phone and personal computer.
Environmental Factors:
The essential functions of this position are performed in an office environment
This job description is not an employment agreement, contract agreement, or contract. Management has exclusive right to alter this job description at any time without notice.
ADA/EOE/ADEA
Effective Date: 7/21/2014
Revision Date: 6/1/2021