Professional Assistant-Development Services

City of Oceanside•Oceanside, CA

13d•Onsite

About The Position

The Development Services Department is comprised of the Planning, Engineering, Building, and Code Enforcement Divisions. Guided by the City’s General Plan, the department helps shape the future of Oceanside through land use planning, public and private development, infrastructure improvements, construction oversight, and code enforcement efforts that promote safe, vibrant, and well-maintained neighborhoods. The City of Oceanside is currently accepting applications for a part-time, hourly Professional Assistant within the Development Services Department. This position is a key part of the department’s daily operations and serves as one of the first points of contact for customers, staff, developers, contractors, utility companies, and partner agencies. We are looking for someone who enjoys helping people, staying organized, solving problems, and working in a fast-paced environment where every day brings something different. The ideal candidate is customer-service focused, adaptable, detail-oriented, and thrives while balancing a variety of responsibilities and supporting multiple teams across the department. This position performs a wide range of administrative and operational support functions including answering department phone calls, coordinating inspections, assisting with Public Records Requests, processing records and archives, preparing utility invoices, coordinating conference room scheduling, supporting special events and trainings, and assisting with day-to-day department operations. From helping customers navigate permit records to supporting large department projects and events, this role plays an important part in keeping the department organized, responsive, and running smoothly. This is a great opportunity for someone who enjoys being part of a collaborative team environment, values public service, and takes pride in supporting the community and the employees who help build and maintain the City of Oceanside. This position is a temporary, hourly, extra-help position which does not include leave or medical benefits and will not exceed 999 hours in a fiscal year.

Requirements

Two years of public sector experience
Experience using multi-line phone systems
One year customer service experience
A bachelor's degree or higher in public administration, business administration, or a closely related field.
A current, valid, California driver's license.
All properly completed applications (which includes the supplemental questionnaire and required copies) will be reviewed and references checked.
Applicants must submit a completed City of Oceanside online application, supplemental questionnaire, and copies of Bachelor's degree and graduate coursework transcripts (when applicable) in order to continue in the selection process.
Resumes will not be accepted in lieu of completed application forms.

Nice To Haves

Knowledge of: Principles and practices of public administration.
Supervisory principles and practices.
Public relations principles and practices.
General office administration practices.
Customer service principles and practices.
Ability to: Establish and maintain effective working relationships with other employees, City officials, outside agencies, and the general public.
Communicate effectively both verbally and in writing.
Perform research queries

Responsibilities

Analyzes and defines objectives and strategies that are department specific; investigates and conducts research; prepares recommendations and proposes responses; advises supervisors on administrative matters within the City; plans and schedules meetings and conferences; prepares agendas and related documentation; coordinates work with divisions, agencies, City staff, and the public; prepares materials for meetings; answering phone calls from internal and external customers; schedules inspections; assists in fulfilling Public Records Requests and performs other related duties as assigned.
Answers and directs incoming phone calls for the Development Services Department and provides assistance and information to internal and external customers on a daily basis.
Schedules and enters inspection requests for next-day inspections through the department inspection request line and coordinates inspection-related information with staff and customers.
Assists with Public Records Requests related to Building, Engineering, and Development Services records received from the City Clerk’s Office.
Processes requests for copies of building permits, building plans, and other departmental records; retrieves, files, scans, archives, and organizes records in both hardcopy and electronic formats, including TRAKiT and department shared drives.
Tracks payment of monthly Right-of-Way permit invoices for utility companies; assists with collection of past due accounts.
Maintains and archives Engineering and Development Services records and prepares file folders and related documentation as requested.
Provides administrative support for all divisions within the department, including preparing correspondence, memoranda, presentations, flyers, reports, and other documents; filing, copying, scanning, and organizing records and materials.
Assists with department operations including processing incoming and outgoing mail and shipments, coordinating deliveries, ordering and maintaining office and team supplies, and performing field-related errands as needed.
Assists staff with conference and training registrations, event planning and coordination, special projects, and other operational support activities.
Performs minor troubleshooting and operational support for office equipment, including copiers, printers, and basic cellular phone assistance.
Coordinates work with divisions, agencies, City staff, utility companies, and the public; maintains effective working relationships and provides excellent customer service.
Performs other related duties and special assignments as required.