Planning & Community Development Office Administrator I

City of Muskogee•Muskogee, OK

7d•Hybrid

About The Position

Performs moderately difficult and varied clerical and administrative work. Work entails performing a variety of office tasks with minimal direction and involves considerable contact with the public, including arranging schedules and meetings.

Requirements

High School Diploma or equivalent with specialized course work in general office practices such as computer operation, filing, accounting and bookkeeping
Two (2) years of experience in a professional office setting, or an equivalent combination of related education and experience.
Considerable knowledge of computers and electronic data processing.
Must be proficient with computers and other office equipment with considerable knowledge in the Microsoft Office Suite and Adobe Acrobat
Knowledge of modern office practices and procedures
Knowledge of large organization and/or City payroll and budgeting processes
Ability to effectively meet and deal with the public
Ability to communicate effectively verbally and in writing
Ability to handle stressful situations.
Skilled in typing to effectively complete work assignments, type correspondence, transcribe minutes, disseminate information to staff and others
Skilled to effectively provide written and oral communications.
Possession of a valid Oklahoma Class D driver’s license is required.
Requires ability to receive within six (6) months of employment, and maintain, a Notary Public Certification.

Responsibilities

Greets and screens visitors, handles inquiries from the public in-person, over the phone and through email, and takes messages, inquires, and transfers calls to the appropriate individuals.
Acknowledges, responds, and files public information requests from citizens and businesses.
Creates, locates, and attaches appropriate files to incoming correspondence requiring replies.
Makes copies of correspondence and other printed material to be digitally archived.
Opens, reads, routes, and distributes incoming mail and other material, and prepares answers to routine letters.
Sets up and maintains an electronic filing systems for records, correspondence, and other material.
Receives, handles and processes all incoming applications, and assists in preparing documentation for review.
Prepares and disseminates agendas, and attends the Planning & Zoning Commission, the Historic Preservation Commission, the Board of Adjustment, Public Nuisance Review Committee, and the Uniform Building Code Appeals Board as the secretary taking notes to prepare and record minutes of the meetings as appropriate.
Arranges conferences, meetings, and travel reservations for office personnel.
Maintains scheduling and event calendars, and coordinates and/or schedules meetings, appointments and schedules for the Director.
Orders and dispense supplies as needed, creates purchase orders, assign accounts and requisition invoices for payment.
Assists with budget preparation and maintenance of the budget throughout the fiscal year.
Operates office equipment such as copiers, phone systems, and uses computers for spreadsheet, word processing, database management, and other applications; learns to operate new office technologies as they are developed and implemented.
Performs other work as necessary and/or as assigned.
Must report to work on a regular and timely basis.