Senior Administrative Assistant - Planning

City of Paducah•Paducah, KY

About The Position

Under the general direction of the Planning Director, the Senior Administrative Assistant is responsible for development project coordination, surplus property management, and departmental budgetary responsibilities. The position is responsible for the preparation and oversight of various correspondence and the filing of documents; answers and routes incoming telephone calls; supports the planning department team in travel and training coordination; and prepares and maintains financial and/or statistical records and reports, performing various general clerical duties. The position will work closely with the planning department team on various departmental projects as needed.

Requirements

Knowledge of the principles and procedures of community development is usually attained through a degree in urban planning, public administration, economics, finance, or a related field from an accredited college/university, with no additional experience required. One (1) year of experience needed with a bachelor’s degree in a non-related field.
Proficiency in the use of the Microsoft Suite, particularly Word, Excel, PowerPoint, and Outlook.
Ability to work effectively with elected officials, other departments, business representatives, developers, citizen groups, regional partners, and the public.
Ability to accurately operate a computer keyboard, office equipment, copy machine, and calculators. Extensive reading and close vision work. Maintain a minimum lifting capacity of 30 lbs. and sustain the ability for repeated standing, sitting, bending, and stooping. Must be able to walk and climb stairs when necessary. Must maintain the physical requirements to successfully pass the Essential Job Function Test as required for the position.
Ability to answer general questions about City Government operations.
Knowledge of Microsoft Office Suite.
Ability to communicate effectively, both orally and in writing.
Ability to work closely with other departments.
Ability to work effectively with the general public, community organizations, and C-Suite officers.
Superior customer service skills.
Knowledge of comprehensive, neighborhood, and general long-range planning.
Knowledge of working in a City Manager form of Government.
Capable of independent thinking, with the ability to solve complex problems and tasks.
Ability to organize work, set priorities, meet critical deadlines, and follow up assignments with a minimum of direction.
Ability to speak effectively before public groups and respond to questions.

Responsibilities

Customer service and firm understanding of the City’s project and financial management software.
Serves as the intake person for projects and coordinates the development review process across the organization to ensure reviews are happening in a timely fashion.
Performs quality control review on plan submissions to ensure the submission meets minimum standards on submission.
Serves as a liaison to applicants and a point of contact through the development review process after kick-start meetings occur.
Attends and participates in customer experience kick-start meetings.
Basic knowledge of purchase orders, requisitions, and payroll entry processing.
Administer the City’s surplus property program, which includes and is not limited to advertisements, property transfer, and deed preparation/recording.
Assist the department Director with budget management, including, but not limited to, programs and incentives.
Assist team members of the planning department with program incentives, project accounts, and other department operations.
Collect a variety of statistical data and prepare reports.
Coordinate and follow up with appropriate committees, departments, and agencies.
Assists in resolving citizen and customer issues.
Must be able to communicate complex information effectively, clearly, and accurately, both verbally and in writing, to internal and external entities.
Must be able to gather and examine data and provide critical reports based on such research.
Must be able to multitask and have the ability to coordinate multiple projects and reviews concurrently.
Other duties as assigned.