Part Time Administrative Assistant- Planning & Zoning Dept.

Posting number: 202603305

Department: PLANNING AND ZONING DEPARTMENT

Job classification: Administrative Assistant - Planning & Zoning

Posting type: Open & Promotional

Categories: Administrative Assistant, Planning and Development

The City of Port St. Lucie is an equal opportunity employer.

This position requires the applicant to successfully pass a drug screening. 

Please note that this is an external job posting intended for non-city employees. If you are a current city employee applying through this posting, your application will not be reviewed with other internal candidates. In order to be considered with internal candidates, please apply on the internal posting by clicking HERE.

Advanced and difficult clerical, secretarial, and administrative support work in the Planning and Zoning Department. Facilitates the development of public trust and confidence in the City. 

This position is considered an "Essential Position" for the purpose of Emergency Management.  Emergency duties will be assigned as needed.   This position requires 24 hours a day, 7 days per week availability during City of Port St Lucie emergencies, as determined by City Administrators, Emergency Manager or City Officials. 

The following duties are illustrative for this position.  The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.  

• Keeps the mission, vision, and values of the City of Port St. Lucie at the forefront of decision making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintains high levels of work and productivity by generating innovative solutions to work situations. 
• Performs duties of a staff assistant nature and participates directly in the work of the individual(s) supported. 
• Provides support to Boards as needed, including but not limited to the Planning and Zoning Board and Public Art Board.
• Secures details of specialized information, coordinates office work, and provides information regarding the services and operation of the unit. 
• Manages appointment calendars and schedules appointments/meetings. Receives and screens calls and refers callers to proper employees.
• Assists in the preparation and distribution of agendas, public notice requirements, and scheduling of public meetings. Prepares expanded agenda for PZ Board Chairman.
• Coordinates with Public Works on setting up and removing notice of hearing signage.
• Prepares travel arrangements for conferences and seminars using the prescribed City procurement program for travel.
• Takes notes and minutes of conferences, meetings, and functions as required.
• Prepares forms and composes letters. Sets up and maintains specialized office files. Makes copies and files letters, reports, and related technical information in the prescribed manner. Retrieves data for reports and assembles information for others’ use. Creates maps in GIS if needed. 
• Prepares legal notifications and advertisements. Downloads county property owner information and creates mailing labels via mail merge or other similar process. Responsible for ensuring deadlines are met for advertising and property owner notification letters are prepared and sent.
• Opens, prioritizes, and processes mail.
• Prepares various types of correspondence such as letters, memoranda, forms, reports, schedules, manuals, booklets, requisitions, purchase orders, and related paperwork. Types information or enters data into computer containing technical terminology.
• Assists in monitoring contracts.
• Performs research and retrieval of records. Conducts statistical comparisons of information. Assists in the preparation and maintenance of department records. 
• Orders and maintains office supplies.
• Maintains files for all Planning & Zoning Board, Site Plan Review Committee and City Council agendas, action agendas & minutes.   May provide support to Public Art Board as needed.
• Keeps Weekly Schedules updated and provides to the distribution list twice a week when there are updates.
• Supports the Site Plan Review Committee.
• Organizes the electronic submittal of new applications.
• Manages databases.
• Prepares specialized reports and presentations.
• Assists in budget preparation and monitoring. 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

Graduation from an accredited high school or possession of an acceptable equivalency diploma required. A minimum of five (5) years of progressively responsible experience involving staff assistance and advanced clerical support work in a local government environment; or a combination of two (2) years of progressively responsible experience involving staff assistance and advanced clerical support work in a local government environment and a minimum of two (2) years of college course work required. Experience working in a Planning and Zoning Department is desired; related local government experience may also be considered. 

CERTIFICATES, LICENSES, REGISTRATIONS

• Possession of valid driver’s license and maintenance of clean driving record required with the ability to obtain a valid Florida driver’s license within 30 days from date of hire. 

KNOWLEDGE, SKILLS, & ABILITIES 

• Skill in the use of business English, spelling, and punctuation to prepare documents, compose letters, etc. Attention to detail required.
• Knowledge of office practices and procedures.
• Knowledge of GIS and Outlook and Fusion.
• Knowledge of the Department and City's policies, procedures, and practices.
• Ability to analyze a variety of administrative problems and make sound recommendations.
• Advanced Microsoft Office Skills including Word, Excel, PowerPoint, and Outlook. Experience with other software systems a plus.
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to communicate effectively in writing and orally.
• Ability to focus on the positive in every situation.
• Ability to model respect for individuals, teams, and the organization.
• Ability to stay centered when challenged.
• Ability to work under pressure and meet deadlines.
• Ability to follow through with assigned tasks.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to sit, talk, hear, and use hands to finger, handle, or feel. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, and crouch. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Documentation Requirements

Please Read Carefully
  
Applicants, including City of Port St Lucie employees, must upload and submit attached copies of their education credentials with the employment application. Please be sure to attach all required documents to your employment application each time you apply. Uploaded documents remain in your online profile, but they will not attach automatically, and you will be deemed ineligible without the proper documentation.
  
ALL DOCUMENTS SUBMITTED MUST BE CLEAR, LEGIBLE, AND IN PROPER FORMAT. 
  
  THE FOLLOWING DOCUMENT(S) ARE REQUIRED AT THE TIME OF APPLICATION AND ARE ACCEPTABLE FORMS OF PROOF:

1. Proof of education in the form of a diploma, degree, or transcripts. Foreign diplomas/degrees must be submitted with a credential evaluation report from an approved credential evaluation agency*. Translations of diplomas/degrees are not accepted. Audit/Academic reports are not accepted as substitutions for college transcripts.
2. Driver's License:  A Valid Driver's License from any state (Equivalent to a State of Florida Class E) may be utilized upon application; however, within thirty (30) days from the date of hire, a State of Florida Driver's License (Class E or higher) must be presented.

*Approved Credential Evaluation Agencies: 
  
  Credential evaluation reports showing the United States equivalency for academic credentials earned in other countries may be provided by:

• An accredited four-year college or university in the United States, OR
• A current member of the National Association of Credential Evaluation Services (NACES), OR
• A current member of the Association of International Credential Evaluators (AICE), OR
• A recognized Professional Organization

For an additional list of approved credential evaluation agencies, visit the Florida Department of Education
  
It is the applicant's responsibility to ensure that all required documents submitted with the employment application are in a format that is acceptable, clear, and legible for eligibility determination or risk being disqualified. 
  
  Applicants, including City of Port St Lucie employees, must completely detail their work experience on the employment application or risk being disqualified. Resumes will not be reviewed in place of the employment application.
  
  It is the applicant's responsibility to update their online profile with personal data, work experience, education, and certifications when submitting application(s); failure to do so may result in disqualification.