Administrative Assistant - Community Development in Delta, Colorado at Delta County Colorado

The Community Development Administrative Assistant performs routine and detailed administrative support functions to ensure the smooth and efficient operation of the Community Development Department. Serving as a primary point of contact within the department, the Administrative Assistant assists community members, contractors, and agency partners with inquiries and application processing for land use permits, access and address assignments, code compliance, utility permits, and related services. This position coordinates internal departmental workflows, provides responsive customer service, and collaborates across organizational departments and with external business partners.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

• Greet individuals in a professional, respectful, and courteous manner in person, electronically and/or via telephone; direct inquiries to appropriate departments or personnel, provide basic information and/or documents as requested, and provide available resources as necessary.
• Process basic accounts payable, receivable, and office supply purchasing using county processes to support administrative continuity and fiscal compliance.
• Record and transcribe accurate, detailed official minutes during planning commission, or department meetings as assigned.
• Maintain confidentiality of all projects and information provided to the department, including internal confidentiality as required.
• Manage incoming and outgoing documents according to county procedures and department requirements. Ensure all incoming documents are scanned and distributed accordingly.
• Post legally required public notices, advertisements, and meeting agendas across official communication channels to maintain compliance with local, state, and statutory deadlines.
• Manage department schedules to ensure timelines, meetings, and posting are reflected timely and correctly.
• Monitor, coordinate and notify employees of departmental timelines for community development, applications, notices, and other areas as assigned.
• Coordinate project requirements, information flows, and documentation between internal departments (e.g., County Attorney, GIS, Road & Bridge) and external stakeholders (e.g., developers, contractors, partner agencies) to streamline project reviews.
• Organize short-term and long-term departmental projects, digital filing hierarchies, and archives using systematic file management soft skills to eliminate document redundancy and simplify public records requests.
• Utilize intermediate-level database software and file management systems to input, track, and audit land use, building, and code enforcement files to maintain records integrity and enable fast data retrieval.
• Perform a variety of administrative duties including but not limited to correspondence, scheduling, records maintenance, website updates, creating and maintaining logs, activity and event arrangements.
• The primary location of employment for this position is the designated Delta County office with the exception of required duties that are to be performed off site as necessary. The employee is required to perform the majority (generally, at least 95%) of assigned duties from this designated office location to allow for client, customer and coworker access and collaboration, unless prior written approval for an alternative arrangement, such as temporary remote work, has been granted by the employee's direct supervisor and/or department head and maintained in the employee personnel file.
• Reliable and predictable attendance and punctuality are considered essential functions of this job. Employees are expected to be at their work area and ready to work at the scheduled start time to ensure consistent service delivery and operational efficiency.

GENERAL JOB DUTIES:

• Perform a wide variety of duties which may be confidential in nature; operate computers and programs to compose, create, edit, revise, tabulate, and print letters, tables, maps, presentations, reports, official minutes and other materials.
• Leverage Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Drive, Calendar) to draft correspondence, build tracking spreadsheets, schedule complex meetings, and publish accurate departmental reports.
• Perform a range of staff and/or operational support activities; may serve as a liaison with other departments on basic administrative and/or operational matters.
• Sorts, screens, and distributes incoming and outgoing mail and applications, drafts or prepares responses to routine inquiries, and operates a variety of office equipment.
• Establish, maintain, process, and update file, record, and/or other documents.
• Update and maintain the department website as requested.
• Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules; makes travel and lodging arrangements.
• Orders, stocks, and distributes office supplies.
• Performs basic, routine bookkeeping functions, which may involve basic billing and cash receipt activities.
• Should the Board of County Commissioners or another authorized representative issue a local disaster declaration in Delta County, all Delta County employees may be called upon to serve as disaster service workers.
• Like and similarly qualified duties as assigned.

Education:

High school diploma or equivalent required; associate’s degree in business operation or office administration is preferred.

Experience:

Minimum of 3 years comprehensive administrative experience required; five (5) years of high level administrative experience in a public organization providing support to executives preferred.

Experience with land use services is an advantage.

Computer competency with Microsoft Office and Google Suite products, database management and website builder programs is preferred.

Bilingual in Spanish is desired.

Combination of education and experience could waive specific requirement.

Licenses/Certifications:

Current, valid and unrestricted Colorado Driver’s License

GENERAL BENEFITS:

• Medical, dental, vision insurance
• Selective optional insurances available to the employee and eligible dependents on a cost share basis between employee and the organization
• Life insurance and employee only medical insurance is available at no cost to the employee
• Pre-tax flexible spending account (FSA)
• Employees contribute 4% of their salary to a 401(a) retirement account fully matched with 4% from the County
• Optional 457(b) tax advantaged deferred-compensation retirement plan
• Paid time off is accrued at 14 hours per month to start
• 11 paid holidays per calendar year
• Employee Assistance Program (EAP) that includes 6 counseling sessions along with some legal and financial support counseling
• Modified work schedules for positions and employees that qualify
• Additional employee discounts and fringe benefits are available

PHYSICAL REQUIREMENTS:

Physical Requirements: Walk, stand, sit, type, use hands to finger, handle or feel objects or tools, reach with hands and arms, talk, listen, hear, read, see, lift

Lifting: 25 pound requirement

Exposure to Elements: Normal office conditions

Handling of Dangerous Equipment: None

Risk of Assault or Injury: May be exposed to unhappy or verbally aggressive members of the public

Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Employees may be required to perform additional duties of a similar and like skill set. Delta County reserves the right to revise the job description.