Planning & Development Administrative Specialist

Are you a detail-oriented, customer service focused professional looking to make an impact in a thriving, fast-growing town? We're searching for an Administrative Specialist to play a key role in supporting our Planning & Development department.

In this dynamic position, you'll provide essential administrative and front-line customer service support to keep our operations running smoothly. You will have the opportunity to interact with Town residents, internal employees, external stakeholders and vendors. Reporting to the Business Operations Coordinator, you'll handle important operational and administrative details with independence and professionalism while contributing to the exciting growth and development of our community.The Planning and Development Department plays a key role in shaping the future of our community. Learn more about their work and how they support sustainable growth and development here.

Ready to make a difference? Apply today and be part of shaping our town's future! All staff are expected to adhere to the Town's mission, vision and values ofTRUE.

• Full-time: Monday - Friday8:00am - 5:00pm
• May be asked to serve as Planning Commission back up secretary throughout the year, which would require the attendance of those evening meetings, dependent on business need.

Work Location: 645 Holbrook Street, Erie, CO 80516

• This position is 100% in-person andnoteligible for remote work

DUTIES AND RESPONSIBILITIES:

Support Functions for the Planning & Development Director

• Regular briefings to review daily meeting calendar and relay high priority tasks
• Monitor email and respond to internal and external emails
• Primary point of contact for internal staff and external customers for scheduling purposes with department Director
• Coordinate meetings, conferences and travel
• Keeps Senior Staff aware of relevant issues and topics
• Collects data/process/prepare monthly reporting for the Department

Department and Division Support Functions

• Primary point of contact or internal staff, external customers and Town residents for inquiries, scheduling, etc.
• Provides a high level of customer service as the primary point of contact where you identify the customer's needs and provide a smooth transition to the responsible division/employee
• Will provide customer service by multiple methods: phone, email, virtual or in-person
• Build and maintain strong working relationships with staff, external stakeholders, vendors, and others to help things run smoothly and support daily operations
• Gather and distribute mail for Planning Department
• Assists in maintenance of department Sharepoint site
• Assists in preparation and general record keeping of department documents
• Processes record requests with a quick turnaround
• Centralized office supply ordering for department
• Coordinates, schedules and plans department meetings (Team, Staff, Applicant, Quarterly)
• Coordinates Site Inspection Meetings for Planning Department
• Coordinates/prepares onboarding of new employees
• Assists in preparation of Council agenda items; provides preparation assistance
• Assists in drafting agreements, and coordinates execution
• Processes department invoices and payments through CentralSquare software
• Intake and review of Pre-application submittal documents
• Coordinating and scheduling Pre-application meeting(s) with applicant, staff, and external agencies
• Processes public records requests in accordance with the Colorado Open Records Act
• Collects data/process/prepare monthly reporting for outside external agencies
• Handles full range of clerical and administrative details, including high level research, spreadsheets, data manipulation, preparation of complex documents and database administration
• Participate in department and town wide committees

Other

• Solves routine problems and answers staff questions
• Research, collects data, and prepares reports as assigned
• General administrative support
• Provide coverage for other admin roles in as needed basis
• May be assigned tasks within a project or be assigned an individual project
• Will be asked to serve as Planning Commission back up secretary throughout the year, which would require the attendance of those evening meetings, dependent on business need.
• Perform related work as required and assigned

MINIMUM QUALIFICATIONS:

• Associates Degree in Business Administration, Public Administration, office automation or a related field.
• Five (5) years of administrative or office management experience

An equivalent combination of education and experience may be considered.

DESIRED QUALIFICATIONS:

• Excellent verbal and written communication skills to interact professionally with internal and external stakeholders as well as Town residents
• Experience providing high-level customer service
• Knowledge and experience in Planning and Development, Government or Municipalities
• Experience managing a leader's inbox and calendar, including prioritizing emails, scheduling meetings, coordinating appointments and ensuring efficient time management.
• Strong attention to detail in handling confidential or sensitive information.
• Skilled in organizing and preparing for meetings, including creating agendas, presentations, taking minutes and following up on action items.
• Ability to work in a matrix environment, which includes receiving direction and assignments from multiple managers or supervisors within the department.
• Ability to effectively prioritize tasks, meet deadlines and maintain flexibility in a fast-paced environment.
• Proficient in Microsoft Suite including SharePoint

KNOWLEDGE, SKILLS & ABILITIES:

Knowledge of:Extensive knowledge of procedures, policies, rules and regulations governing administrative functions with broad knowledge of current office procedures and practices, Adobe, Microsoft office programs - especially in word processing and database/spreadsheet programs and SharePoint scheduling, planning and coordinating meetings.

Skills in:Verbal and written communication; relationship building; composing effective and accurate correspondence; independent decision making; handling non-routine matters; maintaining confidentiality and handling confidential issues with tact and discretion; effectively working with other employees, vendors, contractors and the general public; following complex oral and written directions; exercise initiative and making sound independent judgments.

Abilities in: Ability to communicate clearly and professionally to internal town staff, residents, external stakeholders and vendors; maintain confidentiality and handle sensitive information with tact and discretion; work independently and part of a team; adapt to changing needs to learn new systems or procedures; taking initiative on tasks or projects; identifying process gaps and suggesting process improvements; learn new concepts, terms principals that pertain to Planning and Development; attending interdepartmental committees to support Town initiatives; manage multiple priorities and deadlines.

Environmental Factors:

Work is performed in a standard indoor office setting with climate control and overhead lighting, supplemented by some natural light. The work environment includes individual cubicle workstations, shared office equipment (e.g., copiers, printers, shredders), and a moderate level of background noise due to proximity to meeting and break rooms. Duties involve frequent use of a computer and telephone, extended screen time, and regular interaction with both internal staff and the public. Tasks may include managing multiple priorities, working under deadlines, and shifting focus between customer service and administrative duties. Occasional travel between municipal buildings or off-site meetings may be required. Construction-related noise or vibration may occasionally be present due to ongoing building updates.

Physical Factors:

This position is primarily sedentary, requiring sitting for prolonged periods (approximately 6 hours/day), with the option to stand intermittently at adjustable desks. Standing or walking occurs for 1-2 hours daily, typically to assist customers, retrieve documents, or attend meetings. Frequent repetitive motion activities include typing and handling office materials. Physical tasks may include occasional lifting, carrying, or pushing objects ranging from light (under 1 lb) to moderate (up to 25 lbs), such as boxes of documents, binders, and office supplies. Movements such as reaching, stretching, bending, stooping, or kneeling are occasional and usually brief. Visual requirements include near and peripheral vision, color recognition, and depth perception for reading documents, using equipment, and navigating the workspace. Hearing is essential for communication, phone use, and recognizing auditory signals or alerts. The position may occasionally require navigating uneven surfaces or enclosed spaces (e.g., elevators, storage closets), but does not involve climbing, working at heights, or handling hazardous equipment or materials.

Town of Erie Benefits:

The Town of Erie offers a comprehensive benefit package and pays a major portion of the employee premium to make these benefits more affordable for you. Coverage of these benefits begin the 1st of the month following date of hire for benefited employees regularly working an average of 30 hours per week. Each year you will have the option of changing your elections through open enrollment. To learn more, review thebenefits webpage.

Designated full time employees are eligible for the following benefits:

• Robust Medical, Dental and Vision plans including spouse, domestic partner and family coverage options
• Supplemental Accident, Critical Illness and Hospital Plans
• Voluntary Life/AD&D
• Employer paid Basic Life/AD&D
• Employer paid Short and Long Term Disability
• Diagnosis and infertility treatment options via Cigna plans
• Employer paid Employee Assistance Program
• Robust extended sick leave and family sick leave program
• Up to 48 hours of Colorado Sick Leave - 1 hour earned for every 30 hours worked in a pay period
• 3.5 Weeks of Paid Time Off (PTO) per year (increases with years of service)
• 40 hours of pre-loaded Paid Time Off (PTO) to each new employee upon hire
• Fifteen (15) Paid Holidays
• Twenty-Four (24) Hours of Paid Volunteer Leave
• Up to 12 weeks of paid Parental Leave for bonding with a new child
• Option to sell back PTO after two years of continuous employment
• 457 Retirement Plan, with a 5% employer match and immediate 100% vesting in your deferral contributions AND employer contributions
• Education reimbursement up to $2,000 per year
• Individual free membership to the Erie Community Center and steep discounts on couple or family memberships.
• Half-off charging at town-owned EV charging stations
• Pet Insurance
• Employee Discount Program through Benefits Hub
• Eligible for discount Dell Computer program
• Onsite/virtual trainings for growth and development opportunities

We are a Public Service Loan Forgiveness (PSLF)-qualified employer!

EEOC Statement:

The Town is dedicated to the principles of equal employment opportunity in any term, condition or privilege of employment. Applicants, employees and former employees are protected from employment discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability and genetic information (including family medical history), veteran status, marital status or any other status protected by federal, state or local law. This prohibition includes unlawful harassment or discrimination based on any of these protected classes. Unlawful harassment includes verbal or physical conduct, which has the purpose or effect of substantially interfering with an individual's work performance or creating a severe, intimidating, hostile or offensive work environment. This provision applies to all employees, including directors, supervisors, co-workers, and non-employees such as residents, members of all boards and task force groups, contractors, vendors, consultants, etc.