Administrative Assistant (Part Time)

The Position

The City:
The City of Carlsbad is a scenic coastal community located in North San Diego County along the 78 Corridor. The city's population is nearly 115,000 and the land area covers 40 square miles, nearly 40 percent of which is dedicated to open space, including three lagoons, 46 miles of hiking trails and seven miles of coastline. The City offers its residents an enviable range of opportunities for living and working in a community acknowledged for its high quality of life. Its economy is based on a diverse set of industries that offer a range of career opportunities.

DEI:
The City of Carlsbad embraces diversity, equity and inclusion in the workplace and recognizes the vital relationship of a culturally diverse, engaged work environment and innovative excellence. A diverse, equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.

Position overview:
The Community Development Department is looking for a candidate to assist with a wide range of administrative and front counter duties and responsibilities that appreciates the flexibility of part-time work. The ideal candidate will have great customer service skills, and an ability to maintain excellent customer service under difficult circumstances. In addition, the candidate will be a motivated self-starter, detail oriented and accurate, as well as team-oriented, adaptable to new situations and committed to continuous learning and improvement. The best candidates will have the ability to utilize multiple software applications in the execution of the work.

Position logistics:

• Works approximately 20 hours per week (no more than 960 per fiscal year)
• Schedule includes hours Monday through Friday between 7:30 a.m. and 5:30 p.m.
• Some flexibility required for occasional scheduling needs
• Flexibility offered for personal time off needs

Key Responsibilities

• Format and proofread documents
• Calculate fees and prepare invoices.
• Provide meeting and event support
• Organize and maintain documents and files Perform data entry and validate data
• Perform miscellaneous tasks as needed
• Maintain original forms and publications, re-create, revise, draft
• Assemble, stock, inventory, budget, service, and order office supplies, first aid, forms, publications.
• Research in GIS and Laserfiche
• Assist the public with land development questions, research, complaints, maps, plan checks, various permits, new submittals, and fees
• Research, review, and process all actions necessary to issue encroachment permits, right-of-way permits, assist in the preparation of ordinances and resolutions, prepare deeds and proper descriptions, and related documents

This is an entry-level position. As the employee becomes more familiar with the organization and comfortable in the position, higher-level responsibilities and projects may be added to the workload, as needed/desired. Qualifications

Knowledge of:

• Intermediate skills in Microsoft Office applications: Outlook, Word, Excel, and Teams required
• Skills database management or willingness to be trained
• Proofreading and editing techniques
• Best practices in filing and records management
• Professional communication techniques, both oral and in writing

Ability to:

• Be detail-oriented, patient, and efficient in not making mistakes
• Be forward-thinking and conscientious of time-sensitive tasks
• Be trusted in environment of confidential work product
• Lift 20 pounds/walk/pushcart of equipment
• Apply strong attention to detail in following established procedures
• Organize information on behalf of others
• Demonstrate excellent internal customer service skills and work effectively with staff at various levels of the organization and public vendors
• Understand and carry out oral and written directions, and ask clarifying questions when needed
• Work independently and act as a self-starter while being a strong team contributor
• Collaborate with others to solve problems and implement solutions
• Apply good judgment when limited information is available
• Be comfortable in an office environment structure
• Use modern office equipment

Experience & Education

At least one year of office experience performing a variety of administrative and/or clerical duties preferred.