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City of Plano · 13 hours ago

Administrative Assistant, Senior - Planning & Zoning Commission

Plano, TX

Part-time

Onsite

Mid, Senior Level

$22.86/hr - $27.44/hr

3+ years exp

The City of Plano is dedicated to serving its community through excellent city planning and development. They are seeking a Senior Administrative Assistant to support the Planning & Zoning Commission and the Development Review Planning Division by managing correspondence, scheduling, and administrative tasks essential for effective operations.

GovernmentInformation ServicesPublic SafetyPublic TransportationWaste Management

Responsibilities

Composes, edits, and types correspondence, memoranda, reports, charts, and other documents using various word and data processing software

Compiles data and statistics to complete various reports

Receives, reviews, date stamps, prioritizes, and distributes incoming mail to appropriate personnel

Screens telephone calls and visitors; provides information in response to internal and external requests

Maintains appointment calendars; coordinates meeting and travel schedules; makes travel arrangements as needed

Performs various administrative tasks

May provide administrative support for Council appointed Boards or Commissions

Establishes and maintains departmental files; processes purchasing, personnel, and payroll related documents

Research and compiles data for budgets; assists with budget processing and monitoring; orders office supplies; reconciles expenditures

Prepares and processes resolutions, ordinances, and agenda items for City Council meetings

Regular and consistent attendance for the assigned work schedule is essential

Prepares/proofreads general correspondence as well as Planning & Zoning (P&Z) Commission meeting agendas, minutes, scripts, attendance records, and follow-up documents ensuring accuracy and consistently error-free work based on defined parameters

Responsible for the retention of P&Z documents (e.g., meeting minutes, follow-up letters, attendance, staff reports, notice letter, ad, address list aerial, locator, etc. in each project file) according to retention schedule and in appropriate electronic or hardcopy location

Confers with other departments, officials, and consultants; compiles and facilitates the handling of time-sensitive data to complete meeting packets and division reports

For staff-approved projects, drafts letters and certificates; sends correspondence on behalf of the planners and saves documents into project tracking software

Attends and facilitates bi-weekly, televised evening Planning & Zoning Commission meetings to assist in conducting the meeting; develops official minutes of the meetings; and announces public speakers

Prepares zoning and replat notifications for mailing and news publication; records response letters received in tracking software and distributes to project planner

Communicates with, assists, and provides support to meet the needs of department leadership staff and P&Z Commissioners; coordinates meetings, events, and gathers pertinent meeting materials

Processes payments in accounting/planning software and compiles and reviews daily deposits; processes stipend payments for P&Z Commissioners on a quarterly basis

Prepares plans for signature for P&Z Commission Chair; notarizes approved plans

Produces and posts electronic speaker registrations for P&Z meetings using City's online interface

Responds to internal and external inquiries regarding departmental functions, rules, regulations, policies and procedures; provides excellent customer service

Works with Lead Planner to draft submittal calendars; drafts letters and other documents for staff-approved applicant projects; distributes and retains items in the appropriate software

Assists Director of Planning, department managers, and legal counsel with items required for new council member/commissioner training; reserves meeting space and compiles, revises, and prepares training materials

Coordinates the exchange of information and data with internal and external stakeholders

Provides backup customer service support to front desk staff

Qualification

Word processing softwareSpreadsheet softwareNotary PublicBilingual (English/Spanish)Customer serviceCommunication skillsOrganizational skillsTime management

Required

High school diploma or GED equivalent

Three (3) years of progressively responsible clerical or administrative support experience

Knowledge of office practices, procedures, equipment, and software, including word processing, spreadsheet and other software applications

Knowledge of rules of grammar and practices of document preparation

Knowledge of applicable laws or ordinances and department policies and procedures

Skill in communicating clearly both verbally and in writing

Skill in completing basic mathematical calculations

Skill in operating a computer and standard software

Skill in establishing and maintaining effective working relationships

Skill in completing multiple tasks simultaneously

Must pass a drug test, criminal history background check, periodic CJIS background check (for positions requiring access into Police buildings) and social security number verification check