Administrative Assistant/Budget Coordinator

Performs a variety of advanced administrative work and technical assignments to support the functions of the Planning and Zoning Department. Performs professional, advanced-level budget coordination, preparation, research, analysis, forecasting, and procurement services. Communicates with Planning & Zoning Director to confirm information related to the budget, projections, procedures and needs. Coordinates all purchases for the Planning & Zoning Department; handles grant coordination and tracking process; creates, manages and maintains budget databases to generate reports and performs professional work and general accounting administration for the Planning & Zoning Department as well as general operations oversight of administrative clerical processes.

This position reports directly to the Planning & Zoning Director.

This position is classified as an exempt, full-time position with a 40-hour work-week.

• Performs advanced administrative work including, but not limited to transcribing correspondence and records maintenance, such as letters, memoranda, general orders, reports, rules, standard operating procedures and maintaining department records and special programs as directed by the Planning & Zoning Director.
• Works independently on the Planning & Zoning budget, with the guidance of the Planning & Zoning Director. Prepares annual budget estimates and accompanying descriptions of needs and monitors the department's budget accounts.
• Prepares, or assists in the preparation of various budget proposals, reports and recommendations to ensure that the department meets its goals and objectives.
• Track and Manage Cost Recovery for Development Review Applications.
• Assist Development Review Coordinator, Art Committee, & Special Events with Application/Meeting coordination, agenda, minutes, etc.
• Generates purchase orders, manages contracts, processes invoices, and inputs receivables in the Munis system.
• Oversees the completion of departmental employee evaluations to adhere with due dates.
• Monitors and maintains departmental contracts with vendors.
• Compiles, develops, and analyzes both internal and external reports and studies.
• Provides assisting to Licensing in the Solution Center, as needed.
• Assist in the development of RFQ/RFP processes for the department.
• Tracks After Action items and Special Projects.
• Provides employees with support and maintenance of field and office equipment.
• Manages and purchases office supplies for the department, breakroom, and first aid kit supplies. Ensures uniform compliance in association with the operating supplies budget.
• Serves as a liaison between departments in the resolution of day-to-day administrative and operational issues.

Additional Duties

• Performs related duties as assigned.

MINIMUM EDUCATION AND TRAINING

• An Associate's degree in finance, accounting or related field is required.
• Minimum (5) years of experience in the performance of general secretarial and clerical work, office management, and financial planning experience required.
• Considerable knowledge of modern office practices and procedures.
• Must be computer literate with knowledge of Microsoft Office and Adobe Acrobat programs.
• Must possess a valid driver's license with an acceptable driving record.

Minimum Qualifications And Standards Required
Knowledge, Skills and Abilities:

• Ability to get along with others and work effectively and courteously with the public and fellow workers.
• Must be fluent in the English language. Ability to communicate in Spanish is a plus.
• Ability to accept, receive, and/or collect payments.
• Ability to prepare and/or process purchase orders.
• Ability to deal with confidential and sensitive matters.
• Ability to ensure accountability for inventory/property management.
• Ability to manage or administer grant funds.
• Ability to manage the budget within assigned unit/division.
• Ability to make sound recommendations that impact the budget.
• Ability to determine allocation of budget among divisions.
• Ability to manage the budget within assigned department.
• Ability to use small office equipment, including copy machines or multi-line telephone systems.
• Ability to use computers for data entry.
• Ability to use computers for word processing and/or accounting purposes.
• Ability to use or repair small/light equipment, such as power tools.
• Ability to repair, develop, or install computer hardware or network systems.
• Knowledge of Munis Financial Systems and Kronos Timekeeping software is a plus.
• Must be a non-smoker.
• The minimum requirements may be waived by the City Manager.

Physical Requirements

• Ability to exert up to 20 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.