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Senior Administrative Technician

12 hours ago

Gaithersburg, Maryland, United States City of Gaithersburg Full time
Description

Applications are being accepted by the Department of Planning & Code Administration for a full-time Senior Administrative Technician to perform a variety of complex and highly specialized technical and analytical duties and provide difficult and multi-faceted technical administrative support for Department operations, programs, and projects. This position provides support to staff liaisons for the Planning Commission, Board of Appeals, and Historic District Commission, including drafting, preparing, maintaining, and processing official City documents; preparing agendas, information packets, and minutes for meetings; conducting research; arranging and scheduling meetings; and maintaining calendars. Responsibilities also include performing duties of the Administrative Technician position as needed, assisting customers with permitting and licensing applications and renewals and assisting callers and visitors at the public counter at City Hall. The position reports to the Permitting Manager and also performs the duties and responsibilities of the Permitting Manager in their absence.

The ideal candidate will possess strong organizational, customer service, writing, and multi-tasking skills, have excellent attention to detail, and exceptional interpersonal and communication skills to interact with internal and external customers. The ability to accomplish tasks under pressure and before deadlines on a consistent basis and proficiency in leveraging technology to enhance efficiency are essential. Must be able to anticipate and address issues and exercise appropriate judgment when executing responsibilities, and proactively provide assistance and support whenever and wherever needed. Must be customer focused, flexible, and resourceful to adapt to changing priorities and deadlines, and able to handle last-minute changes with composure and confidence. Fluency in English and Spanish is desirable.

40 hours per week, Monday through Friday; a core work schedule will be established based on operational needs. Some evening, weekend, and/or holiday work may occasionally be required. Starting salary for this position is negotiable within the target hiring range ($60,000 - $68,000) and will be offered at a level consistent with the experience and qualifications of the candidate. We provide comprehensive insurance benefits (medical, dental, vision, long-term care, life), paid time off, generous retirement contributions, health and wellness programs, tools to assist with paying down student loan debt and managing student loans, training and professional growth opportunities, and excellent work/life balance.

Job Functions

What you will do with us:

  • Perform complex and highly specialized technical and administrative procedures to prepare and/or complete program/project requirements.
  • Draft, prepare, maintain, and process official City documents and records, including meeting agendas, information packets, and minutes.
  • Research and maintain City statutes and rules of procedure of City Commissions and Boards.
  • Provide technical and administrative support to staff liaisons for the Planning Commission, Board of Appeals, and Historic District Commission.
  • Arrange and schedule meetings; notify participants, confirm dates and times, reserve meeting sites, and prepare or assist with preparing materials needed at the meetings.
  • Prepare or respond to invitations for activities or events; handle registrations; reconcile travel or event expenses.
  • Maintain accurate and detailed calendar of events, due dates, and schedules; make reservations and schedule appointments.
  • Assist with the department document retention plan and procedures.
  • Assume the duties and responsibilities of the Permitting Manager as needed/assigned.
  • Perform the full range of duties of the Administrative Technician position as needed/assigned.
  • Assist with providing training and direction and evaluating the work of department permitting and administrative staff.
  • Assist with reviewing and processing assigned Public Information Requests (FOIA Requests).
  • Oversee special projects and departmental programs, including but not limited to pool bonding and structural garage programs, service requests, and inspections.
  • May assist with cash management duties.
  • Input data into databases from a variety of sources and compile the information into an appropriate format for review.
  • Research and respond to citizen questions, requests, or complaints in person, by telephone, by email, or other communication.
  • Type, prepare, and/or compose correspondence, interoffice communications, reports, forms, spreadsheets, information materials, and other documents.
  • Answer telephone calls and greet, direct, and assist visitors to the City Hall public counter.
  • Provide outstanding service, pursue continuous improvement, and exceed expectations.
Qualifications

What you will need to be considered:

  • High school diploma or equivalent; some college-level coursework in a related field preferred.
  • A least six years of relevant customer service and administrative office experience.
  • Previous administrative support experience in a municipal government, similar public agency, or closely related private sector setting preferred; previous administrative support experience in a building construction or permitting environment a plus.
  • Strong and effective customer service, organizational, administrative, and time/resource management skills; detail oriented and accurate, with demonstrated ability to manage multiple tasks, prioritize workload, and work quickly, accurately, and efficiently under firm deadlines with minimum supervision.
  • Proven computer/technology skills (Microsoft 365 and databases of relative complexity), with the ability to quickly become proficient with other specialized software and database applications; prior experience with meeting management software a plus.
  • Be resourceful, diplomatic, and professional and willing and eager to assume new challenges and increased responsibility.
  • Fluency in English and Spanish desirable.
  • Possession of a Notary Public certification valid in the State of Maryland (desirable).
  • Possession of International Code Council or other certifications and licenses that will enhance the employee's ability to fulfill job responsibilities is encouraged (e.g., Permit Technician certification).
  • Or any acceptable equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities to satisfactorily perform job duties.
Additional Information

Interested applicants must submit the following to be considered:

  • A complete online application
  • Current resume (attached to the online application)
  • Letter of interest (attached to the online application) - include why you are interested in this position and highlight the special skills and abilities that make you uniquely qualified to serve in this position.

Review of applications will begin immediately, so prompt application is highly encouraged. The position will remain open until filled; recruitment will close without notice when a sufficient number of qualified applications are received or all hiring decisions have been made.

This is a full-time, non-exempt position, which means an individual in this position is eligible for overtime compensation under the provisions of the Fair Labor Standards Act (FLSA) and the City's personnel regulations. Direct deposit of paychecks is a condition of employment for all City of Gaithersburg employees.

The successful candidate will be subject to a pre-employment background investigation. The City has established an alcohol-free, drug-free, and smoke-free workplace which applies to any person employed by, conducting business with, or applying for a position with the City. Each employee, as a condition of their employment, may be required to participate in pre-employment and reasonable suspicion testing. Employees classified as safety sensitive are also subject to immediate post-accident and random testing.

For more information about the position, contact Permitting Manager Gretchen Wyrick at or Questions regarding the online application process may be directed to the Department of Human Resources at or

This recruitment will establish an eligibility list which will be used to fill the current vacancy and may be used to fill other openings in this classification which occur in the next 12 months.