Planning and Zoning

GENERAL STATEMENT OF DUTIES

Professional administrative position under the general direction of the Community Planning and Development Director, involving the performance of varied and complex administrative, secretarial, and bookkeeping tasks requiring the use of independent judgment, and exercising a high level of discretion in dealing with confidential matters. Work is performed with limited supervision. May assign work to other clerical staff.

EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative only)

These functions are considered essential for successful performance in this job classification.

- Proficient in utilizing a variety of Microsoft Office programs, or the applicable software. Prepares and types on a personal computer legal documents, contracts, letters, memos, agendas, minutes, reports and forms, from rough draft or dictation, and composes documents for review, as directed by supervisor.

- Prepares weekly payment vouchers for invoices for contractors, rebate recipients, grant agreements and other Planning and Zoning vendors.

- Prepares bi-weekly payroll on applicable software and maintains individual benefit records for the department.

- Review, sort and distribute office mail. Assists in answering incoming phone calls and responds to inquiries for information, providing information based on knowledge of Planning and Zoning policies, regulations and procedures or directs inquiry to the appropriate person.

- Prepares Council Agenda items and Travel Requests for submission.

- Maintains master list of companies who receive property tax rebates. Prepares and computes applicable forms for processing of those rebates.

- Assists in budget preparation, monitors and prepares necessary expenditures and revenue adjustments

- Maintains petty cash account for department.

- Maintains property acquisition, sales, contracts and lease records. Also, prepares EPA project budgets and reimbursements.

- Prepares Black Hawk County monthly billing and reimbursements.

- Maintains office filing systems and assists in the collection of data for annual and semi-annual reports and applications.

- Orders office supplies and maintains an inventory of various forms and publications for the Department.

- Communicates with Waterloo Courier on legal publications.

- Makes travel arrangements for department staff and prepares necessary expense reports as needed.

- Communicates with and maintains effective working relationships with supervisors, coworkers, elected officials, Departments, Boards, Commission members, other City department administrative and clerical staff, contractors and the public.

- Makes decisions in accordance with department and City policies and established regulations.

- Works independently and with others with minimum supervision.

- Attends work regularly at the designated place and time.

- Performs all work duties and activities in accordance with City, and OSHA policies, procedures and safety practices.

- Performs all other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

- Thorough knowledge of secretarial functions, terminology, office procedures and equipment.

- Ability to type at least 50 words per minute net of errors.

- Ability to maintain confidentiality regarding personnel and sensitive information.

- Thorough knowledge of and ability to use Microsoft Office Programs: Word, Excel, Publisher and learn other specialized software applications appropriate to assigned duties and responsibilities; ability to enter and retrieve information and update records on the computer.

- Ability to speak clearly and distinctly, write legibly, prioritize work, produce a quality product within strict timelines and handle multiple tasks.

- Ability to answer questions and provide information to the public and other City staff in person, by telephone or by email in a clear, concise and easily understandable manner.

- Ability to exercise independent judgment and make decisions based on Community Development and City policies and applicable government regulations.

- Ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds.

ACCEPTABLE EXPERIENCE & TRAINING

- Associate’s degree (two year) in a secretarial or business-related field with a minimum of two years’ experience as an executive or administrative secretary in an office setting.

OR

High school graduate/GED with a minimum of four years’ experience as an executive or administrative secretary in an office setting with a post high school formal education in secretarial or clerical field.

OR

Any equivalent combination of experience and training that provides the knowledge, skills, and abilities necessary to perform the essential functions of the job.

- Previous experience working in a City government office preferred.

ESSENTIAL PHYSICAL ABILITIES

- Sufficient clarity of speech and hearing that permits the employee to communicate effectively with supervisors, other employees and the public in person or by telephone.

- Sufficient vision and manual dexterity that permits the employee to operate a personal computer and other standard office equipment, handle files and other papers, perform customer service duties and other secretarial responsibilities.

- Sufficient personal mobility that permits the employee to move from one work area or City Hall location to another.

MISCELLANEOUS

- The City of Waterloo will conduct a background investigation, including employment and criminal history checks on any applicant being considered for this position.

- Required to submit to and successfully pass one or more interviews.

WORK SCHEDULE

Generally 8am to 5pm Monday through Friday, with one hour unpaid lunch. Limited overtime. May be required to occasionally attend evening meetings.

Minority, female & disabled individuals are encouraged to apply.

We will accept applications until February 28th at 5pm.

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