Administrative Assistant - Planning Department

Greenwood Village•Greenwood Village, CO

7d•Onsite

About The Position

As an Administrative Assistant in the Planning Department, you will play a vital role in supporting the needs and requests of internal and external customers through the accurate and timely processing of information to ensure high-quality department outcomes. This role delivers essential administrative, clerical, and financial support while assisting with the coordination of department activities and daily operations. The position also supports key Community Development functions, including Planning and Zoning, permit and application intake, recordkeeping, and a variety of public-facing responsibilities.

Requirements

Modern office procedures, methods, and equipment, including computers and basic software.
Methods and procedures of data entry.
Basic accounting principles.
Business letter writing and report preparation.
Principles and procedures of filing and record keeping.
English usage, spelling, grammar, and punctuation.
Ability to learn and adhere to applicable departmental, local, State, and Federal rules, regulations, and laws.
Perform mathematical calculations.
Meet schedules and timelines.
Maintain records and prepare computer-generated reports.
Operate and use modern office equipment.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain cooperative working relationships.
Maintain effective audio/visual discrimination and perception.
Maintain mental capacity for effective communication and interaction.
At least four years of responsible administrative or clerical experience.
Education equivalent to the completion of the twelfth grade or any combination of experience and training that would likely provide the required knowledge and abilities.
Possession of, or ability to obtain, an appropriate, valid Colorado driver's license and a driving record satisfactory to obtain coverage by the City's insurance carrier.

Nice To Haves

Supplemental college-level coursework in business, accounting, bookkeeping, or a related field is desirable.

Responsibilities

Prepare, compile, and organize correspondence, reports, manuals, announcements, and other documents; maintain confidential information appropriately.
Perform advanced clerical work such as maintaining detailed records, verifying information, researching discrepancies, and compiling data.
Review forms and documents for accuracy and compliance with department procedures.
Collect and analyze specialized information; prepare data-driven reports and recommendations.
Serve as front desk support: greet visitors, answer phones, respond to inquiries, route calls, and provide general assistance to staff and the public.
Maintain files and records in both digital and physical formats.
Manage intake for planning and zoning applications, assist applicants, perform data entry, upload files, calculate fees, prepare files, and track review status.
Communicate with applicants, contractors, property owners, and stakeholders regarding application processes and requirements.
Maintain agreements and records, including DIAs, SIAs, and Landscape Agreements.
Prepare zoning letters, public notices, website updates, maps, flyers, and other communication materials.
Provide Board & Commission support: organize meetings, prepare meeting packets, facilitate public hearings, and assist with member training.
Support Finance Department with procurement tasks, invoice processing, vendor coordination, budgeting assistance, and purchase card transactions.
Ensure timely, accurate, and consistent processing of planning activities to uphold high-quality development outcomes.
Complete special projects as assigned.