Community Development Administrative Assistant - Ruidoso

The Administrative Assistant provides administrative support to the Community Development Director to manage overall business aspects of the department and is the initial point of contact for the Department functions—Planning and Zoning, Building Inspections, and Short-Term Renta ...

Job description

The Administrative Assistant provides administrative support to the Community Development Director to manage overall business aspects of the department and is the initial point of contact for the Department functions—Planning and Zoning, Building Inspections, and Short-Term Rental Permitting.

This position is primarily public-facing and answers the general Village phone line and has a high level of interaction with visitors to Village Hall seeking the entire breadth of services offered by the Village.

This position performs a wide variety of administrative and technical duties of a highly responsible and confidential nature.

This position maintains all records for the Community Development Department and assists with the coordination of the Planning Commission meetings, Workforce Housing Advisory Board meetings, and others as assigned.

This position is also responsible for maintaining databases and interdepartmental permitting software.

This position will be supervised by the Community Development Director and works under limited supervision, manages financial and administrative responsibilities of the department performs paraprofessional and administrative support for technical planning and building, electrical, plumbing, and mechanical related activities related to issuing permits.

Position involves competing demands, performing multiple tasks, working to deadlines, and responding to customer issues.

Regular work hours are Monday – Friday 8 am to 5 pm with extended hours required from time to time Periodic evening hours are required due to meeting schedules.

This is a non-exempt position.

ESSENTIAL JOB FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed.

The omission of specific statements of duties do not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Performs a variety of clerical support duties, which may include, but not limited to front desk operations, which includes data entry, scanning of records, transcribing, filing, making copies, handling requests for public information, screening telephone calls, creating forms, sending letters, preparing documents, notices, scheduling appointments, transcribing minutes at various meetings, running errands, making facility reservations, special event permit processing, coordinating interdepartmental communications and processes, in-taking and processing of construction plans, and other types of development applications, maintains orderly and efficient tracking system for building, electrical, plumbing, and mechanical permits, business registrations and planning-related development applications.

Provides information, distributes permit applications, and assists applicants with their completion. Customer service to the public, both in person and via telephone and email. Provides information and answers requests for information to the public as may be appropriate or required. A working knowledge of the Village Municipal Code is necessary.
Maintains and scans manual and computer records for department.

Prepares purchase requisitions, elicits price quotes, acquires appropriate signatures, monitors purchase orders, receipts of goods and/or services Codes invoices and monitors charges to department's budget.

Research, compile, and summarize a variety of information to prepare periodic and special reports as directed.
Must be well organized and able to multi-task.

Maintain files for the Community Development Department and the Planning and Zoning Commission in a timely, systematic and accurate manner.

Assist with the preparation and maintenance of the Infrastructure Capital Improvement Plan.
Regular attendance is an essential function of this job to ensure continuity of services.

Provide administrative support to the Community Development Director for administration of public grants, including timely and accurate maintenance of grant files to ensure positive results upon review by State officials.

Also provides administrative support services to supervisors, inspectors on various projects and/or activities; assists with property research, mailings and windshield surveys, within scope of authority and training.

Bills annually and maintains the files for Business Registrations and renewals.

Ensures that all applicants meet State and Village requirements and ensure proper licensing is obtained prior to the issuance of a business registration.

Process business license applications and record data in electronic database
Administers permit and registration tracking software, tracks fees, applications and issues permit.

Receives and processes documents, fees, and applications/ permits according to department and Village policy; reviews applications for completeness, accurately calculates and tracks applicable fees and credits; creates and maintains accurate and detailed records of building, electrical, plumbing, mechanical inspections, subdivisions, and business registration files.

Obtains review comments, records or data from other Village departments regarding Planning applications or departmental reports and research village records and prepares reports required for such purposes.

Designs, prepares and maintains applications and information materials.

Participates in data collections, computer data entry, report generation, and coordination between GIS, Short-Term Rental Administrator, inspectors, developers, contractors, supervisor, and general public, schedules coordinates, and tracks inspection activity for inspectors.

Compiles information and projections to aid in the preparation of annual budget requests and monitors established budget and utilizes authorized budgetary and purchasing procedures.

Prepares Requisition, orders and maintains office supplies used in the Community Development Department.
Maintains Employee Safety Logs and documents internal safety meetings for the Planning& Zoning Department.
Demonstrate continuous effort to improve operations, streamline work processes, and work cooperatively with customer, other staff and vendors.
Assist planning staff with the preparation of meeting agendas, meeting packages, and with preparation of meeting notices and mailings. Prepares and send notices of actions taken the Planning Commission meetings after reviewed by the director.

Attends Planning Commission meetings and may attend Workforce Housing Committee meeting and other meetings, in taking minutes and prepare those minutes from notes and electronic recordings as the official written record for Planning and Zoning meetings.

May provide administrative support for the Planning Commission and the Workforce Housing Advisory Committee.
This position requires discretion and independent judgment within established policies, procedures, and regulations.


OTHER RESPONSIBILITIES AND JOB DUTIES
Become familiar with the Open Meetings Act and the Inspection of Public Records Act.

Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the general public.

Must maintain a high level of computer abilities and keep up with changing technology.
Completes personal time sheet accurately and timely in the Employee Self Service software system. Ensures time is reported based on actual time worked.
Process Sign Permits in compliance with the Village of Ruidoso Sign Ordinance.
Ensures computer is backed up once a month and adheres to Village of Ruidoso IT Policies.
Ensures that any on-the job injury is reported immediately and followed up with appropriate forms and actions.
Reports any suspected fraud and/or abuse to the Community Development Director or Village Manager.
Ensures any reports of harassment are immediately reported and appropriate actions are taken.
Attend meetings, trainings, and workshops as needed.

May provide back-up to the Short-Term Rental Administrator in the issuance of Short- Term Rental Permits and maintain data on the Short-Term Rental tracking software.

The above statements are not a complete list of all responsibilities and duties performed by employees in this job. Employees may perform other related duties and special projects as assigned.


PHYSICAL DEMANDS

The usual requirements in an office environment may require lifting boxes of supplies, equipment, and occasional adjustments of office furniture.

Frequently required to sit, talk, hear, to stand, walk, run, use hands to finger, handle, or to operate objects, controls, or computer or office equipment.

Occasionally required to reach with hands and arms, climb or balance, stoop, kneel, crouch, and crawl, and/or moving up to 25 pounds.

WORK ENVIRONMENT
Possess ability to adapt to inclement weather conditions and/or situations.
Noise level could be quiet to moderate in work environment.

Travel Requirements

Limited travel – ability to travel for activities such as meetings, classes, and workshops in and out of the area.

Must be able to travel by air as needed to attend training, conferences, and related activities and overnight travel as required.

Qualifications

Associate's degree in business, Planning or related field preferred. High school education or equivalent required Must have three years Administrative/Secretarial experience. High level of computer skills and general technology required. Excellent verbal and written communication skills and or organizational skill required. Aptitude for exercising confidentiality, good judgment, diplomacy, and tact.

Must be able to pass criminal history checks and must be willing to take and pass a drug/alcohol test and comply with agency "Drug Free" Policy.

LICENSE AND CERTIFICATIONS
Must possess and maintain valid motor vehicle operator's permit of appropriate classification and endorsement as required. Must agree to maintain a satisfactory MVR and minimum requirement of insurability as required by law. MVR background checks will be conducted by the Village.

Notary Public required within 6 months of employment.


KNOWLEDGE OF:

proper phone etiquette, proper office dress code, the currently adopted Building Codes and the Ruidoso Municipal Code relating to building codes, business licenses, and code enforcement; building, plumbing, mechanical, and electrical permit policies and procedures with proper training; Planning Department policies and procedures; proper phone etiquette; basic office procedures and practices, grammar, and business English.

Bilingual preferred; personal computer, three (3) years working experience (Word, Excel, and Access, PT Win or compatible) including word processing, spreadsheet, and data base applications.

SKILL IN:

issuing permits and applications for building permits with training; utilizing standard office equipment, including personal computers, copying machines, microfiche readers, fax machines, CD riders, and scanner; Adept at working under pressure with frequent interruptions and ability to change focus immediately; exercising confidentiality, good judgment, diplomacy, and tact.

Must be creative and possess clear ability for logical thinking with a collaborative and flexible approach; being detail oriented and highly motivated, organized and a self-starter.

ABILITY TO:

obtain International certification as a Permit Technician preferred but not required; communicate effectively with other village employees, supervisor, public, and management; read zoning maps and provide zoning information to the citizens.; establish and maintain routine working relationships with citizens, public officials, businesses, and employees; perform mathematical computations quickly and accurately; previous bookkeeping experience is desired but not required; gather, analyze and evaluate a variety of data; to read, interpret and apply laws, rules and regulations; read, interpret, and evaluate building, site development and construction plans; work in a fast paced, high stress environment; take direction, work with little supervision and participate as a team player; to take initiative and utilize innovative techniques and ingenuity; exercise considerable judgment and discretion in establishing and maintaining good working relationships internally and externally.

To perform duties and adapt to flexible work schedules established by management which may include long hours, weekends, holidays and may be called in.

work in stressful environment and deal effectively with stress.

To maintain physical condition and stamina appropriate to the performance of assigned duties and responsibilities which may include sitting, standing, or walking for extended periods of time, driving or riding in car, bus or van, or other duties assigned.

recognize and keep confidential information private. operate modern office equipment including computer equipment. Proficiency in MS Word, Excel, Laserfiche, PEAK Agenda Management Software, Tyler Financial Software, permitting software, PowerPoint, and Outlook.

Closing Statements

Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position.

In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services.

This job description is subject to change as the needs of the organization and Department change or the requirements of this position change.