Overview

The Community Development Department is seeking a part-time Administrative Support Assistant. This position is ideal for someone interested in gaining experience in urban planning and local government processes. The role primarily supports the Community Development Director and various boards and commissions by preparing accurate meeting minutes and providing clerical and organizational assistance.

This position requires you to attend and support 2 evening meetings per month and compose the notes or minutes for those meetings. The meetings are recorded, and you may compose them within the next week, either remotely or in the office.

This position will work approximately 5 hours per week or 20 hours per month. You will be required to support Planning Commission meetings, record and transcribe the minutes of the meetings. Filing and other office clerical and organizational work is available if you would like more hours to make up to 20, but not required. Office hours are flexible and typically scheduled during normal hours of 8:00am to 5:00pm Monday - Friday for a few hours a week.

Examples of Duties

ESSENTIAL JOB DUTIES:

• Attends all Planning Commission hearings in the capacity of the Recording Secretary. You will take the minutes for the meeting. Meetings are usually recorded, and you can listen to the recordings afterwards to edit your minutes.
• May attend Board of Adjustment and/ or Historic Preservation Committee meetings as needed in the capacity of Recording Secretary.
• Prepares and sets up the City Council Chambers for all meetings. Conducts and records roll-call for attendance at meetings.
• Transcribes notes during the meeting in order to prepare meeting minutes. Conducts and records voting proceedings.
• Prepare meeting minutes during the next approximate week to make sure correct grammar and clear details are included. Minutes from the meeting are due a few days later.
• May support other clerical and administrative duties as assigned on a flexible schedule at Louisville City Hall.

ESSENTIAL SUPERVISORY DUTIES:

None

OTHER DUTIES AND RESPONSIBILITIES:

• Regular and predictable attendance required.
• Other duties as assigned.

General Qualifications

EDUCATION, TRAINING, AND EXPERIENCE:

• High school diploma or equivalent with course work or experience in general typing or clerical work; or any equivalent combination of acceptable training, education, and experience.
• Prefer administrative experience or six (6) months of experience attending meetings where summarizing notes was required. Planning and/or municipal experience is preferred.
• Prefer a background in Planning, Urban development, Public Administration, or other related background to local government.

Additional Information

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to transcribe verbal communication of proceedings into a condensed written format accurately and without errors. (Meetings recorded for playback edits, etc.)
• Ability to hear and decipher oral communication.
• Detail-oriented and excellent time management and organizational skills. Advanced knowledge of business English, including proper grammar, spelling, and vocabulary.
• Strong knowledge and experience of word processing, data entry, and spreadsheets (Microsoft Office Products).
• Knowledge of office management methods and practices.
• Skill in the use of modern office equipment such as a personal computer, printers, copiers, scanners, fax machine, and telephone.
• Strong written and verbal communication skills with the ability to effectively communicate and interact with all levels of personnel within the City and the general public in a positive and cooperative manner.
• Ability to exercise independent judgment.
• Ability to communicate clearly, both orally and in writing.

LICENSE, REGISTRATION, OR CERTIFICATE:

A valid Colorado driver’s license and acceptable driving record are required.

PHYSICAL REQUIREMENTS OF THE JOB:

Minimal physical effort is typically found in office work. Primarily sedentary work. Ability to remain seated for extended periods while working at a computer; Frequent use of hands and fingers for typing, data entry, and handling documents; Ability to communicate effectively in person, by phone, and via video conferencing; Occasional standing, walking, bending, or reaching within the office environment; Ability to lift and/or move office materials and supplies up to 10–15 pounds and occasionally up to 35 pounds; Visual acuity sufficient to read documents, computer screens, and reports; Ability to work in a standard office environment with moderate noise levels.

WORK ENVIRONMENT:

The work is typically performed indoors in an office environment. Exposure to routine office noise and equipment. The noise level in the work environment is usually low.

WORKERS’ COMPENSATION CLASSIFICATION: 8810

FLSA STATUS: Non-Exempt

EQUAL OPPORTUNITY EMPLOYER:

The City of Louisville is an Equal Opportunity Employer and provides equal employment and advancement opportunities to all qualified applicants and employees. Employment decisions are made without regard to race, color, religion, creed, sex, sexual orientation, gender identity or expression, age, national origin, ancestry, disability, veteran status, marital status, genetic information, or any other status protected by applicable law.

The City of Louisville is committed to providing reasonable accommodation to qualified individuals with disabilities in the application and hiring process and during employment.

The Human Resources Director has been designated as the compliance coordinator for people with disabilities seeking employment and will provide reasonable accommodation for testing and employment to qualified applicants.

The Community Development Department is seeking a part-time Administrative Support Assistant. This position is ideal for someone interested in gaining experience in urban planning and local government processes. The role primarily supports the Community Development Director and various boards and commissions by preparing accurate meeting minutes and providing clerical and organizational assistance. This position requires you to attend and support 2 evening meetings per month and compose the notes or minutes for those meetings. The meetings are recorded, and you may compose them within the next week, either remotely or in the office. This position will work approximately 5 hours per week or 20 hours per month. You will be required to support Planning Commission meetings, record and transcribe the minutes of the meetings. Filing and other office clerical and organizational work is available if you would like more hours to make up to 20, but not required. Office hours are flexible and typically scheduled during normal hours of 8:00 am to 5:00 pm Monday - Friday for a few hours a week. Examples of Duties ESSENTIAL JOB DUTIES:Attends all Planning Commission hearings in the capacity of the Recording Secretary. You will take the minutes for the meeting. Meetings are usually recorded, and you can listen to the recordings afterwards to edit your minutes. May attend Board of Adjustment and/ or Historic Preservation Committee meetings as needed in the capacity of Recording Secretary. Prepares and sets up the City Council Chambers for all meetings. Conducts and records roll-call for attendance at meetings. Transcribes notes during the meeting in order to prepare meeting minutes. Conducts and records voting proceedings. Prepare meeting minutes during the next approximate week to make sure correct grammar and clear details are included. Minutes from the meeting are due a few days later. May support other clerical and administrative duties as assigned on a flexible schedule at Louisville City Hall. ESSENTIAL SUPERVISORY DUTIES: None. OTHER DUTIES AND RESPONSIBILITIES:Regular and predictable attendance required. Other duties as assigned. General Qualifications EDUCATION, TRAINING, AND EXPERIENCE: High school diploma or equivalent with course work or experience in general typing or clerical work; or any equivalent combination of acceptable training, education, and experience. Prefer administrative experience or six (6) months of experience attending meetings where summarizing notes was required. Planning and/or municipal experience is preferred. Prefer a background in Planning, Urban development, Public Administration, or other related background to local government. Additional Information KNOWLEDGE, SKILLS, AND ABILITIES:Ability to transcribe verbal communication of proceedings into a condensed written format accurately and without errors. (Meetings recorded for playback edits, etc.)Ability to hear and decipher oral communication. Detail-oriented and excellent time management and organizational skills. Advanced knowledge of business English, including proper grammar, spelling, and vocabulary. Strong knowledge and experience of word processing, data entry, and spreadsheets (Microsoft Office Products). Knowledge of office management methods and practices. Skill in the use of modern office equipment such as a personal computer, printers, copiers, scanners, fax machine, and telephone. Strong written and verbal communication skills with the ability to effectively communicate and interact with all levels of personnel within the City and the general public in a positive and cooperative manner. Ability to exercise independent judgment. Ability to communicate clearly, both orally and in writing. LICENSE, REGISTRATION, OR CERTIFICATE:A valid Colorado driver’s license and acceptable driving record are required. PHYSICAL REQUIREMENTS OF THE JOB:Minimal physical effort is typically found in office work. Primarily sedentary work. Ability to remain seated for extended periods while working at a computer; Frequent use of hands and fingers for typing, data entry, and handling documents; Ability to communicate effectively in person, by phone, and via video conferencing; Occasional standing, walking, bending, or reaching within the office environment; Ability to lift and/or move office materials and supplies up to 10–15 pounds and occasionally up to 35 pounds; Visual acuity sufficient to read documents, computer screens, and reports; Ability to work in a standard office environment with moderate noise levels. WORK ENVIRONMENT:The work is typically performed indoors in an office environment. Exposure to routine office noise and equipment. The noise level in the work environment is usually low. WORKERS’ COMPENSATION CLASSIFICATION: 8810 FLSA STATUS: Non-Exempt. EQUAL OPPORTUNITY EMPLOYER:The City of Louisville is an Equal Opportunity Employer and provides equal employment and advancement opportunities to all qualified applicants and employees. Employment decisions are made without regard to race, color, religion, creed, sex, sexual orientation, gender identity or expression, age, national origin, ancestry, disability, veteran status, marital status, genetic information, or any other status protected by applicable law. The City of Louisville is committed to providing reasonable accommodation to qualified individuals with disabilities in the application and hiring process and during employment. The Human Resources Director has been designated as the compliance coordinator for people with disabilities seeking employment and will provide reasonable accommodation for testing and employment to qualified applicants.

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