Administrative Assistant - Planning

The Planning Division Administrative Assistant supports the City’s planning division by coordinating applications, maintaining case tracking systems, and assisting with agenda preparation for the City Council and Planning and Zoning Commission. This position manages public notifications, records and transcribes meeting minutes, and provides administrative support including budget tracking, account reconciliation, and citizen inquiries. The role requires strong organizational skills, attention to detail, and proficiency in office and database software. Basic knowledge of land use planning and map interpretation is preferred. A high school diploma and notary certification (or eligibility) are required; bilingual Spanish skills are a plus.

This position directly supports the City of Midland’s strategic goal to Strengthen and Sustain Our Infrastructure by ensuring the efficient processing of planning and development activities that guide responsible land use, facilitate well-planned growth, and contribute to the city’s long-term infrastructure sustainability.


BUDGETARY RESPONSIBILITIES
Assists with preparation and maintenance of the annual division budget

• Assists with and performs office work related to planning and development of land and physical facilities of the City.
• Coordinates the processing of applications administered by the division.
• Maintains Case Tracking Sheet, utilizing word processing, spreadsheet and database programs to ensure timeliness of process.
• Coordinates termination case files in-house.
• Assists in preparing agendas for the planning items before the City Council.
• Assists in preparing agendas for the meetings of the Planning and Zoning Commission.
• Distributes and forwards P & Z agendas to all interested parties, through in-house e-mail and website.
• Prepares and mails public notices to affected property owners.
• Makes follow-up calls to Commission members to ascertain attendance prior to meetings.
• Sets up and attends Planning and Zoning Commission meetings to record and transcribe accurate minutes for permanent record.
• Assists with calendars for various staff members.
• Maintains records of changes in City Code.
• Verifies budget expenditures and maintains a database for use by division.
• Prepares and files check requests for payment of division expenditures and for reimbursement to staff.
• Assists with citizen inquiries, directs citizens to the appropriate staff person and/or takes messages.
• Prepares correspondence for the division as required.
• Account reconciliation-office ordering-booking travel-per diem rates.
• Performs related duties as assigned.

REQUIRED CONTACTS:
Ability to effectively communicate with employees, management, commission members and citizens in order to take and forward concerns and requests for service.PHYSICAL AND ENVIRONMENTAL CONDITIONS:
Ability to sit, stand, and move about an office building.

• High school diploma required
• Must be a Certified Notary through the State of Texas or have the ability to become certified
• Previous work in an office setting with clerical experience required