Summary

This is a responsible technical planning and administrative support position involving complex work problems and situations. This position acts as technical and administrative support to the Planning Manager, Planning Division staff, and Planning Commission members. Position requires interaction with Planning Commission board members, citizens, developers and contractors.

Description

CITY EQUITY STATEMENT
The City of Westminster welcomes diverse candidates from the broadest base possible. Our goal is to find the best candidate for the job—someone who belongs, not just fits. We value life and professional experiences, recognizing equivalent combinations of knowledge skills and education.

Aligned with our city SPIRIT values, the successful candidate will have a passion and commitment to serving a diverse population of residents and must respect and uphold the principles of justice, equity, diversity, inclusion and belonging.

We encourage you to think broadly about your background and skill set for this role, even if you believe you have a less traditional background than described we invite you to apply.

POSITION PURPOSE / IMPORTANT APPLICATION INFORMATION

The full salary range for this position is stated above. The starting range of pay is dependent on qualifications and experience of each individual candidate. The City of Westminster has a Multilingual Stipend Program to encourage and reward benefited employees who are conversationally fluent in languages other than English. Benefited employees have the opportunity to test their language proficiency skills and qualify for a bi-weekly stipend that will vary based on the employee’s level of proficiency and usage.

ORGANIZATIONAL COMPETENCIES AND CULTURAL VALUES/GENERAL COMPETENCIES

The City's work culture encourages passionate, positive and enthusiastic employees who, along with our City Council and City Manager, are strong supporters of our mission: The City of Westminster provides high-quality core services and fosters resilience in order to promote a safe and thriving community. Westminster is a city of beautiful, safe, well-maintained neighborhoods and destinations with a vibrant, diverse economy, rich and resilient environment, and a strong sense of community belonging. Our core values are embodied in our SPIRIT (Service – People – Integrity – Respect – Innovation – Teamwork).

This position supports the goals of the Community Services Department, which attracts, plans, builds, preserves and retains an attractive and high-quality living and working environment by facilitating job creation, balanced housing, redevelopment, sustainability, appropriate land use and infrastructure decisions ensuring that the community is developed in a safe, aesthetically pleasing, and sustainable manner.

Every employee is accountable to:

Demonstrate a high level of customer service; encourage others to focus on the customer; foster an environment where customer service is a priority
Communicate with customers to ensure that, where possible, they are satisfied and that their needs are being addressed; solicit and evaluate customer feedback
Act as an ambassador by understanding and fostering the organization's mission and vision
Exhibit pride in self, the department, the city, and the community; conduct self in a professional manner
Demonstrate integrity and build trust through credibility, reliability, commitment, loyalty, and ethical behavior
Address difficult or contentious issues in a constructive manner
Support/promote change; demonstrate flexibility and take calculated risks when appropriate
Participate in personal growth opportunities and attend trainings designed to enhance capacity to bring new skills and ideas to the job and the organization
Work to continuously improve the efficiency and effectiveness of the service or product being delivered
Demonstrate support for team efforts by accepting new roles and responsibilities, and helping others achieve objectives
Value diversity; demonstrate an awareness of differences; demonstrate sensitivity and adapt behaviors and communication to accommodate these differences

GENERAL COMPETENCIES
Citywide – Every employee in this position is accountable to:

Establish effective interpersonal relationships through honest, open communication, and follow-through on commitments
Recognize personal strengths and weaknesses and target areas for personal self-development
Demonstrate initiative in performing job tasks
Exhibit problem-solving skills leading to sound judgment and quality decisions
Achieve goals, handle assigned workload and new assignments effectively; demonstrate an ability to work independently
Communicate effectively with individuals and groups using clear and concise verbal and written communications
Demonstrate accountability for work and take ownership in job performance
Demonstrate concern for the accuracy and quality of work; take steps to correct mistakes and improve the overall product

Job Specific – Every employee in this position must be able to:

Demonstrate knowledge of modern office practices, procedures, equipment, business English, spelling and mathematical computations and tabulations
Demonstrate knowledge of modern office practices, procedures, equipment, business English, spelling and mathematical computations and tabulations
Operate a Personal Computer and be familiar with current computer software (Adobe Acrobat Professional and/or Bluebeam, Microsoft Office with proficiency in Excel, PowerPoint, and Outlook); must be able to type 40 WPM
Proficiency in setting up and typing a variety of letters, memos, reports, agendas, minutes, ordinances and resolutions; maintain moderately complex reports and prepare detailed reports from such records
Exhibit self-motivation to make decisions in accordance with precedents and regulations and to apply these to work situations
Exhibit problem-solving skills leading to sound judgment and quality decisions
Exhibit flexibility when handling change in the workplace as well change in job duties
Be a team-player individual and maintain effective working relationships with other employees and the public

JOB SPECIFIC FUNCTIONS

Essential Job Functions, Duties, Responsibilities and Tasks
1. Provides high-level customer service to city employees, public officials, and citizens

Processing purchase orders and invoices for payment
Answers and routes incoming phone calls received by the Planning Division
Helps to cover forward-facing Customer Service Desk
Serves as an ambassador for the Planning Division before the general public

2. Provides office support, including:

Processing and screening daily mail, purchase orders, financial records, and other documents
Typing and editing documents from copy, rough draft, sound and/or video recordings, or general instructions, letters, memos, forms, agendas, minutes, contracts, or other documents
Maintains and assists in the updating of various Planning Division documents, including the City's Comprehensive Land Use Plan, Unified Development Code, and other studies, regulations, reports, and forms created or used by the Planning Division
Maintains and assists in the updating of the Planning Division's Templates, Calendars, and Standard Operating Procedures (SOPs)
Maintains inventory of office equipment, furnishings, and fixtures; assists with cataloging and processing equipment for removal in Surplus Process, and with ordering new equipment and supplies for the Planning Division
Schedules meetings and appointments, and makes reservations

3. Attends and manages two evening Planning Commission hearings per month:

Records proceedings and prepares minutes
Becomes and remains familiar with technology in use, and physical arrangement of Council Chambers and other meeting spaces
Monitors and keeps notes of proceedings, including attendance, votes, record of speakers, etc.; prepares minutes after meeting from notes and meeting recordings
Manages publication of notices for public hearings scheduled before Planning Commission in official newspaper of the City in accordance with City Code; assists with retrieval of publication affidavits
Prepares Planning Commission packet, which includes typing/formatting of pre-session agendas, agenda memos, meeting agendas and handouts, and coordinating of required attachments
Canvasses Planning Commission members to ensure quorum for meeting
Assists Planning Commission Chair in running the meeting, which includes active on-camera and on-microphone participation
Orders food and supplies for meetings
Assists with interactions, communications, and updates between the Planning Division, the Planning Commission, the City Clerk’s Office, and the City Manager’s Office

4. Provides Accounts Payable and Budget functions:

Processing purchase orders and invoices for payment
Maintains balances and reconciles division budget, petty cash, and budget records
Assists in the yearly preparation of the Division budget
Tracks payment of development review fees received by developers

5. Maintains regular and punctual attendance
Other Duties and Responsibilities
1. Assists with special projects and mass mailings
2. Copies various documents as needed
3. Coordinates and hosts social functions
4. Performs administrative support duties for support staff
5. May be required to operate personal and/or City vehicles for pick-up and/or delivery of food, supplies, and equipment
6. Researches information for supervisor
7. Attends occasional evening meetings related to other Planning Division activities, such as open houses for long range planning projects:

Prepares and distributes notices
Maintains record of attendance
Helps set-up and take-down of meetings

Incumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City’s discretion.

POSITION REQUIREMENTS/WORKING CONDITIONS/PRE-EMPLOYMENT REQUIREMENTS

Education, Experience, Skills, Formal Training, Licenses and Certifications
Required:

Graduation from high school or GED
Minimum two (2) years of experience in a high public contact administrative support position
Proficiency in the use of personal computer, with emphasis in (Adobe Acrobat Professional and/or Bluebeam, Microsoft Office with high-level experience in Excel, PowerPoint, Word, and Outlook); must be able to type 40 WPM

Preferred:

Two (2) or more years of experience in a public planning office
Experience in GIS

Any equivalent combination of education, training and experience, which would provide the required knowledge and skills, may be considered.
Physical Requirements
Work is primarily sedentary in nature and requires sufficient physical stamina and strength for:

Constant sitting to perform daily tasks; occasional walking through a multilevel facility to retrieve information; frequent standing sometimes for extended periods
Frequent squatting, reaching above shoulder and twisting to file documents and lift supplies and material; occasional bending, kneeling, climbing, balancing and reaching below shoulder to store documents, material and supplies
Constant light grasp, fine manipulation, and handling to perform daily duties; occasional firm grasp to safely use equipment
Frequent lifting, carrying, push/pulling of up to ten (10) pounds to move material and supplies; occasional lifting, pushing/pulling of up to 25 pounds with dollies and carts

WORKING CONDITIONS
Work is consistently performed indoors. This is primarily sedentary office work. Must demonstrate the ability to meet the physical demands of the job including the ability to retrieve information from various locations in the office when needed. Exposure to periods of high activity and high stress under demanding conditions. The position requires a great deal of tactful communication with City employees, the Planning Commission, the public, and outside agencies.
Required Materials and Equipment
Computer terminal, keyboard, printer, telephone, City Council Chamber audio/video technology, photocopy machine, calculator, postage scale and meter, files, paper shredder, scanner, and other standard office equipment.

PRE-EMPLOYMENT REQUIREMENTS

Background checks will include employment references and criminal history and when applicable, credit check, driver’s license record, education verification
Pre-employment drug screen
Must be legally entitled to work in the United States

The City of Westminster, Colorado, is a drug free workplace and an Equal Opportunity Employer that values diversity and aims to have its workforce reflect the community.