Administrative Assistant - Planning

City of Midland•Tx, TX

About The Position

The Planning Division Administrative Assistant supports the City of Midland’s planning division by coordinating applications, maintaining case tracking systems, and assisting with agenda preparation for the City Council and Planning and Zoning Commission. The position manages public notifications, records and transcribes meeting minutes, and provides administrative support, including budget tracking, account reconciliation, and responding to citizen inquiries. It supports the City’s strategic goal to strengthen and sustain infrastructure by helping process planning and development activities that guide responsible land use and well-planned growth. The role requires strong organizational skills, attention to detail, and proficiency in office and database software. A high school diploma and Texas notary certification, or the ability to become certified, are required. Previous office and clerical experience is also required. Basic knowledge of land use planning and map interpretation is preferred, and Spanish bilingual skills are a plus.

Requirements

High school diploma.
Certified Notary through the State of Texas, or ability to become certified.
Previous work in an office setting with clerical experience.
Ability to communicate effectively with employees, management, Commission members, and citizens to receive and forward concerns and service requests.

Nice To Haves

Basic knowledge of land use planning and map interpretation.
Bilingual Spanish skills.

Responsibilities

Assist with preparation and maintenance of the annual division budget.
Perform office work related to planning and development of land and physical facilities of the City.
Coordinate the processing of applications administered by the division.
Maintain the Case Tracking Sheet using word processing, spreadsheet, and database programs to ensure timely processing.
Coordinate termination case files in-house.
Assist in preparing agendas for planning items before the City Council and meetings of the Planning and Zoning Commission.
Distribute and forward Planning and Zoning Commission agendas to interested parties through in-house email and the website.
Prepare and mail public notices to affected property owners.
Follow up with Commission members to confirm meeting attendance.
Set up and attend Planning and Zoning Commission meetings and record and transcribe accurate minutes for the permanent record.
Assist with calendars for various staff members.
Maintain records of changes in City Code.
Verify budget expenditures and maintain a database for division use.
Prepare and file check requests for division expenditures and staff reimbursements.
Assist with citizen inquiries, direct citizens to appropriate staff, and/or take messages.
Prepare correspondence for the division as required.
Perform account reconciliation, office ordering, travel booking, and per diem rate tasks.
Perform related duties as assigned.