Planning & Community Development Office Administrator I

City of Muskogee•Muskogee, OK

2d•Onsite

About The Position

Performs moderately difficult and varied clerical and administrative work, carrying out office tasks with minimal direction and considerable contact with the public. The position supports the Planning and Community Development Office through public communications, records and applications processing, meeting administration, scheduling, purchasing, and budget assistance. The work is primarily indoors in an office environment, with travel to other locations as required. The Community Development Office Administrator reports directly to the Director of Planning and Community Development and has no direct reports or supervisory responsibilities. The employee must report to work regularly and punctually, submit to drug screening and a fitness-to-work physical exam, hold a valid Oklahoma Class D driver’s license, and obtain and maintain Notary Public Certification within six months of employment.

Requirements

High school diploma or equivalent, with specialized coursework in general office practices such as computer operation, filing, accounting, and bookkeeping; and two 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.
Proficiency with computers and office equipment, including considerable knowledge of 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.
Typing skills sufficient to complete assignments, type correspondence, transcribe minutes, and disseminate information.
Valid Oklahoma Class D driver’s license.
Ability to receive Notary Public Certification within six months of employment and maintain the certification.
Must submit to drug screening and a fitness-to-work physical exam.
Physical ability to use a keyboard and telephone, with occasional sitting, standing, lifting and carrying objects up to 20 pounds, reaching, balancing, stooping, kneeling, crawling, twisting, handling, and repetitive movements; vision, speech, and hearing sufficient to perform essential tasks.

Responsibilities

Greet and screen visitors; respond to public inquiries in person, by phone, and by email; take messages and direct calls to appropriate individuals.
Acknowledge, respond to, and file public information requests from citizens and businesses.
Locate and attach files to incoming correspondence requiring replies, and digitally archive copies of correspondence and printed materials.
Open, read, route, and distribute incoming mail and other materials, and prepare answers to routine letters.
Establish and maintain electronic filing systems for records, correspondence, and other materials.
Receive, handle, and process incoming applications, and assist in preparing documentation for review.
Prepare and distribute agendas and serve as secretary at designated commissions, boards, and committees; take notes and prepare and record meeting minutes as appropriate.
Arrange conferences, meetings, and travel reservations for office personnel.
Maintain scheduling and event calendars, and coordinate or schedule meetings and appointments for the Director.
Order and dispense supplies, create purchase orders, assign accounts, and requisition invoices for payment.
Assist with budget preparation and maintain the budget throughout the fiscal year.
Operate office equipment and use computers for spreadsheets, word processing, database management, and other applications; learn new office technologies as implemented.
Perform other work as necessary or assigned.
Maintain regular and timely attendance.