Administrative Specialist

Role Overview

The City of Irving is seeking an Administrative Specialist for its Planning Department. This role involves managing phone and visitor interactions, processing purchasing and financial tasks like deposits and invoice payments, organizing and delivering documents such as bids and invoices, and preparing various correspondence and reports. Additionally, the position includes posting information on the City's website and preparing agendas for departmental committees and commissions.

Key Responsibilities

• Answer telephones and greet visitors professionally.
• Manage purchasing-related financial operations including deposits and invoice payments.
• Organize, track, file, assemble, and distribute records and packets such as bids, invoices, payments, applications, service requests, purchase card expenditures, and informational materials.
• Prepare correspondence, reports, and informational content for public, external agencies, and internal departments.
• Update and maintain postings on the City website.
• Prepare agendas for various departmental committees and the Commission meetings.
• Serve as primary staff for the Board of Adjustment, including agenda creation, packet assembly and distribution, attendance at monthly night meetings, and completing meeting minutes.
• Perform general clerical duties including scanning, copying, and filing.

Experience and Qualifications

• Minimum education of high school diploma or equivalent, plus some college or specialized training.
• At least two years of experience in administrative assistant or secretarial roles.
• Bilingual proficiency in English and Spanish is advantageous.
• Prior experience or knowledge in public-oriented customer service, development, and zoning is preferred.
• Advanced skills with Microsoft Office suite and strong overall computer competency.

Compensation

This full-time position falls under Pay Grade GG18 with an hourly wage range between $26.72 and $37.67.

Department and Culture

The Planning Department guides the development and execution of the City’s Comprehensive Plan and manages zoning and subdivision regulations. The team works collaboratively with landowners, residents, and builders to oversee property development and administer beautification programs across various city districts.

The department supports the Planning and Zoning Commission, a volunteer board advising the City Council on land use issues.

The City of Irving prioritizes diversity, inclusion, and respect within its workforce to reflect the community it serves. Initiatives foster an environment of understanding and equitable access to services, building a culture of safety, trust, and belonging.