Administrative Specialist for Planning and Development - Tuttle

Listing Title:
Administrative Specialist for Planning and Development 

Listing Description
PURPOSE OF POSITION: This is a non-exempt staff position in the Community Development Department that performs a variety of duties that devote a significate amount of time on administrative tasks for the Community Development Department; and often works closely with the public to provide customer service on planning, development and permitting functions. This position will be expected to have high functioning clerical, analytical, organizational, research and communication skills, including that in public relations.
The work is performed under the direct supervision of the Community Development Manager who reviews the work through evaluation of reports and results, analysis of complaints, and personal conferences. This position requires occasional travel and must be able to work occasional evening meetings.

SUMMARY OF ESSENTIAL FUNCTIONS AND DUTIES:
(The items listed below are not intended to be a complete listing of all essential functions and duties of this position.) 
•Community Development Administration: Acts as the first point of contact for the Community Development department relaying messages to the department as well as maintaining calendars and appointments. Creates new accounts for contractors and builders and/or makes changes to existing accounts. Creates and revises documents describing the services of Community Development and keeps the necessary information up to date. Performs administrative tasks including but not limited to mailings, assembling packets, filing, organizing paperwork, and processing survey data. Develops and maintains a systemized tracking system of files, logs, records, and reports. Assists in the auditing of a variety of reports including monthly department reports. Research and compiles information on a variety of planning, development and permitting issues from multiple sources. Understand and follow oral and written instructions and undertake responsibilities with some initiative and judgment.
•Customer Service: Provides information and assistance in response to customer’s questions and concerns; refers customers to appropriate City department or local service agency for assistance. Responds to customer problems and complaints with empathy, tact, and professionalism. Explains departmental policies and procedures to the public. Maintains confidentiality, and demonstrates a commitment to innovation, efficiency, and fiscal responsibility. Financial: Receives, processes and posts payments for permits on a legal and timely basis. Balances receipts, counting and verifying money received and prepares deposits in accordance with City procedure. Prepares, sends, and tracks invoices for services rendered. 
•Ordering/Stocking: Monitors and maintains adequate quantities of supplies and forms; revises and stocks information sheets in physical form and electronic form.
•Meeting Preparation: Assists individuals in submitting applications to the Planning Commission, the Board of Adjustment, and other boards/committees. Assists staff at meetings; takes effective notes and transcribes recorded minutes for use as a permanent record. Manages meeting calendars; creates and mails committee meeting information; prepares public notices and property owner verifications.
•Organization: Organizes the department’s files compliant with the state’s record retention guidelines. Keeps forms up to date. Keeps the appearance of the department and work area professional
•Cooperation/Attendance: Has the ability and willingness to work cooperatively in a team environment during daily activities.
•Attendance: Maintains regular and reliable attendance.
•Other Duties: Performs other related duties as needed or assigned. Engages in regular professional development.

MINIMUM QUALIFICATIONS:
•Education: High School Diploma or GED equivalent.
•Experience: Minimum three years of experience performing administrative duties with general clerical accounting and customer service tasks. Knowledge of reconciling accounts and implementing/maintaining a standard filing system. Prefer departmental budgeting experience, but not required. 
•Communication: Ability to communicate clearly and concisely, orally and in writing; ability to respond to questions from employees, customers, and the public. Ability to produce written documents such as records, reports, and business correspondence in the English language with clearly organized thoughts using proper sentence construction, punctuation, and grammar. Ability to establish and maintain effective working relationships with coworkers, the public, and outside vendors and contractors. 
•Software/Equipment: Proficient with Microsoft Office Suite, permit tracking, or similar software programs. Proficient with office equipment such as printers, copiers, laminators, and a multi-line phone system. Comfortable with communicating via email and text in addition to phone.
•Driver’s License/Testing/Background: Must possess, or be able to obtain, a valid Oklahoma drivers’ license and a driving record that meets or exceeds the City of Tuttle’s driving standards. Must pass a pre-hire drug test and pass random drug tests throughout employment. Must have a clean history on pre-hire background authorization.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
•Must be able to work from City Hall and other city facilities during business hours, typically Monday through Friday 8:00 am to 5:00 pm.
•Must be available to attend Planning Commission and Board of Adjustment meetings. 
•Some exposure to unpleasant citizens; must be able to handle tactfully.
•Work typically indoors, subject to sitting, standing, walking, and using the telephone for extended periods of time.
•Long periods of sitting, upward and downward flexion of neck; fine finger dexterity and light to moderate finger pressure to manipulate keyboard, equipment controls, and other office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to-side turning of neck, walking, standing, bending and stooping, pushing/pulling, twisting at waist, moderate wrist torque to twist equipment knobs and dials;. 
•Must be able to lift 25lbs and reach overhead. Must be able to climb ladders and reach high shelves and squat/kneel to reach low shelves. Much be able to reach materials at various angles and locations. Must be able to grasp with hands and manipulate reference books and manuals. 
•Subject to typical business office environment where noise level is moderate, and interruptions are frequent. Sharing office equipment such as copier, fax machine, printer, etc. is normal.
•Vision required to read and review written correspondence, reports, statistical and technical information, computer screen, etc; subject to continuous exposure to light and glare from computer terminal.
•Hearing required in the normal audio range with or without correction.
•Must have a professional appearance and demeanor; and convey a professional and positive image and attitude regarding the City.


The City of Tuttle, Oklahoma, is an Equal Opportunity Employer. 

(Job) Location:
Tuttle, Oklahoma 

Website Address (please do not delete the http://):
http://tuttleok.gov

Contact Information -

Company/Municipality Name:
City of Tuttle 

Street Address
221 W Main St 

City
Tuttle 

State
Oklahoma 

Zip Code
73089 

Phone Number
4053627117 

Fax Number:
4053813852 

Contact Job Title:
Human Resources Manager 

First Name
Julie 

Last Name
Mowdy 

Email Address
jmowdy@tuttleok.gov

Listing Expiration Date:
02/28/2026