Planning Division Administrative Assistant

Salt Lake City, UT•Salt Lake City, UT

54d•$21 - $27

About The Position

This pivotal role supports the planning division with a wide range of administrative and coordination tasks, ensuring the smooth running of operations and public meetings. The position requires an understanding of complex land use noticing requirements and commission and hearing officer processes and procedures. Requires ability to capture meeting discussions and concepts and translate into concise terminology, a capacity to manage multiple projects or tasks, and an ability to pay close attention to legal details.

Requirements

High school graduation or GED equivalent and two to four years' experience performing related office tasks. Directly related experience and education may be substituted one for the other on a year-for-year basis.
Possession or ability to become a Utah State Notary Public within three months of hire.
Ability to efficiently and accurately record and transcribe commission actions, ability to capture commission discussions and concepts into concise terminology.
Demonstrated ability to utilize a personal computer and various software applications, including MS Office products, Internet, and general office software.
Ability to establish and maintain confidence, trust, and effective working relationships with the public, other department/division heads, employees, and commissioners.
Ability to make independent decisions in accordance with laws, ordinances, regulations and city policies.
Demonstrates exceptional attention to detail and accuracy in all aspects of work.
Excellent customer service and verbal and written communication skills.
Ability to lift and transport items (40-50 lbs.) to meetings, or other work locations.
Ability to operate various standard office equipment and other specified technical equipment.
Possession of a valid driver's license or driving privilege card.

Nice To Haves

Experience in a planning, legal, or professional services environment (desirable but not essential).
Exceptional command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Exceptional attention to detail and accuracy in all aspects of work.
Strong initiative and the ability to work independently while supporting a busy team.
Excellent written and verbal communication skills.
Comfortable learning how to use new digital tools.
Discreet, reliable, and capable of managing confidential information.
Knowledge of and experience with parliamentary procedures and application to the transcription of official, recorded meetings.
Experience and proficiency in summarizing content for reports or meeting minutes.
Experience with event planning.
Working knowledge of project management software (Asana), and Laserfiche.
Ability to anticipate needs, take directions and work independently.

Responsibilities

Provide comprehensive administrative support to the Planning team, including document preparation, report formatting, and planning division public meeting coordination.
Manage calendars, appointments, and correspondence efficiently and professionally.
Prepares legal notices, ensuring accuracy and compliance with deadlines.
Maintain meticulous records and databases, ensuring information is up to date and easily accessible.
Anticipate needs and take initiative to identify and resolve issues before they arise.