Executive Assistant

Job Description

Job Description

Description :

Position : Executive Assistant

Department : Developmental Services

Employment Status : Permanent - Full Time - Non-Exempt

Schedule : Monday – Thursday 6 : 00 a.m. to 4 : 30 p.m.

Compensation : Grade : 6 $20.92 / hour

POSITION SUMMARY

The Executive Assistant performs a wide variety of secretarial and administrative duties in supporting the Development Services Department which includes the Planning and Zoning Division, Community Development Services Division and Building Permit and Code Enforcement Division. The Executive Assistant works under the supervision of the Development Services Director, but collaborates with administrative staff to execute daily commitments, communications and organizations responsibilities as it pertains to the Morgantown Planning Commission, Board of Zoning Appeals, Land Reuse and Preservation Agency, Neighborhood Coordinating Council and other aspects of the Development Services Department. Work requires strong organization, great attention to detail, and good judgement on the application of regulations and established procedures in the Department. Work is generally a critical, sensitive or confidential in nature.

The Executive Assistant works under the direct supervision of the Development Services Director who holds the employee accountable for achieving goals, objectives and job responsibilities in this job description.

ESSENTIAL DUTIES - KNOWLEDGE – SKILLS - ABILITIES

• Serve as receptionist to receive calls, electronic mail, and personal appearances by citizens and clients on specific policy procedures, services, and activities; respond to public inquiries; direct the general public and clients to the appropriate staff for services and technical assistance; and receive, direct, and relay telephone, electronic mail, and facsimile messages.
• Provides administrative and clerical assistance, such as correspondence, copying, ordering supplies, scanning documents and processing applications.
• Greets customers and visitors in a friendly and professional manner while providing technical assistance on land use information, and community development information to the public over the phone, email and in person.
• Reviews all planning and zoning related applications to ensure accuracy and completeness; provides information regarding the application process and works with other team members to ensure adequate information is being submitted for review through the City’s online application / permitting program. This includes but is not limited to acting as a liaison between customers and the City throughout the application review process, verifying completeness of information; collecting missing information, assessing and collecting frees, and / or performing other related activities.
• Provide organizational structure with emphasis on administrative support functions such as dictation, typing, preparation, and editing of letters, memorandums, email, tables, charts, graphs, ordinances, resolutions, forms, reports, presentations, etc.
• Make preparations for Planning Commission, Board of Zoning Appeals, Land Reuse and Preservation Agency, Neighborhood Coordinating Council and other committee meetings including the gathering of information and preparation and editing of agendas, memorandums, letters, staff reports, minutes, and meeting packets.
• Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary. Identifies and works with staff from other divisions and external sources to meet information and resources needs.
• Maintain the electronic and paper filling systems for the department and file all applications, documents, and correspondence accordingly; maintain public documents and the confidentiality of all records, reports, and correspondence in the performance of daily activities.
• Coordinates, orders, arranges and designs office space layouts, equipment, computer supplies, and department needs.
• With the assistance and support of the City’s Marketing and Communications Department, maintain the Department’s webpage content.
• Coordinate and track training and travel arrangements for department staff.
• Performs other duties as assigned that support the overall objectives of the Development Services Department.
• Other duties as assigned.
• Proficient office administration in a high volume, fast-paced, time-sensitive environment.
• An understanding of relevant legislation, policies, and procedures involving land use and land development planning and regulation, as well as community development.
• Computer skills including the ability to operate computerized word processing, spreadsheet, and presentation programs at a highly proficient level.
• Team building skills; outstanding listening, verbal, and written communication skills.
• Analytical problem-solving, decision-making, priority-setting, and multi-tasking skills.
• Time and stress management skills.
• Transcription skills.
• Ability to understand and follow written and oral instructions.
• Ability to work independently on assigned tasks and to make decisions with minimal supervision by prioritizing and organizing tasks within specific timelines.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

USE OF TECHNOLOGY & EQUIPMENT

CONTACT & SUPERVISION

The City of Morgantown is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.

Requirements : MINIMUM REQUIREMENTS

Education :

Certification / License :

Experience :

PREFERRED REQUIREMENTS

Experience :