Administrative Assistant I

Administrative Coordinator

Are you passionate about organization, thrive in fast-paced environments, and want your work to have a real impact? The City of Midland is seeking a dynamic and enthusiastic Administrative Coordinator to be the backbone of our Planning Division.

In this pivotal role, you'll be at the center of the action : coordinating development casework, prepping materials for key city meetings, keeping communication flowing between departments, and ensuring the planning process runs smoothly and on time.

From publishing public notices and preparing City Council and Planning & Zoning agendas to managing case files and assisting with the division's budget, your attention to detail and drive for excellence will help shape Midland's growth in a meaningful way.

If you're looking for a role where your organizational talent and energy contribute directly to the future of your city, apply today and help us build the Midland of tomorrow!

Essential Job Duties

• 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.
• Maintains wall display board to track cases for processing, updating daily.
• Prepares agendas for the planning items before the City Council.
• Prepares 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 web-site.
• Prepares and transmits required newspaper notices for publication in the local newspaper.
• 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.
• Maintains files for Specific Use Permits With Term and sends out renewal notices as needed.
• 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.

Physical and Environmental Conditions

Ability to sit, stand and move about an office building.

Required Qualifications

Ability to effectively communicate with employees, management, commission members and citizens in order to take and forward concerns and requests for service. Basic knowledge of land use planning, its procedures and functions. Ability to read manuals and updates regarding city and departmental policy and procedure. Skill and experience in the operation of computerized systems in order to design or complete spreadsheets, Power Point, forms or word processing assignments. Ability to read and interpret maps. Ability to take sufficient notes by tape and / or written notes to formulate accurate minutes.