Zoning Administrative Assistant

City Of Gary•Gary, IN

7d•$41,200•Hybrid

About The Position

The Administrative Assistant provides professional administrative, clerical, records management, and customer service support for the Planning & Zoning Department. As the department's primary administrative support professional, this position serves as the first point of contact for residents, developers, businesses, consultants, and public officials seeking planning and zoning services. The Administrative Assistant is responsible for receiving and processing departmental applications, maintaining official records, coordinating administrative activities, supporting public meetings, preparing routine correspondence, and ensuring efficient office operations. The position requires exceptional organizational skills, attention to detail, professionalism, discretion, and the ability to provide outstanding customer service in a fast-paced municipal environment. This position performs administrative support functions only and does not interpret zoning regulations, make land use determinations, issue approvals, administer General Business Licenses, or exercise supervisory authority.

Requirements

Associate degree in: Business Administration, Office Administration, Public Administration, Communications, Urban Planning, Or a closely related field.
A combination of education and progressively responsible administrative experience may be considered.
Minimum of two (2) years of administrative or clerical experience.
Excellent customer service and interpersonal skills.
Strong written and verbal communication abilities.
Advanced organizational and time management skills.
Ability to maintain confidential information.

Nice To Haves

Experience in municipal government or public administration is preferred.

Responsibilities

Serve as the primary receptionist for the Planning & Zoning Department.
Welcome visitors and provide courteous, professional customer service.
Respond to general inquiries and direct customers to the appropriate staff member.
Answer and route incoming telephone calls.
Schedule appointments, meetings, and customer consultations.
Assist the public with departmental forms and application procedures.
Receive, date-stamp, and process incoming applications and correspondence.
Review applications for administrative completeness prior to staff review.
Prepare routine correspondence, letters, forms, and reports using approved departmental templates.
Maintain department calendars and meeting schedules.
Assist staff with document preparation, copying, scanning, and filing.
Perform general clerical duties to support daily department operations.
Establish and maintain electronic and paper files.
Scan and digitally archive departmental records.
Maintain confidential records in accordance with City policies and applicable record retention requirements.
Update departmental databases and tracking systems.
Assist with records requests and document retrieval.
Prepare meeting packets.
Record attendance.
Prepare draft meeting minutes.
Organize supporting documentation.
Maintain official meeting records.
Coordinate the distribution of departmental correspondence.
Maintain professional communication with residents, property owners, developers, consultants, and City departments.
Assist with scheduling internal and external meetings.
Support special projects as assigned.