Description

Come and work with a great team in the west metro on the shores of Lake Minnetonka.  Shorewood is seeking a community-focused individual to join a fun and dynamic team in providing customer service and administrative support to the Planning, Building, and Administration departments at City Hall.  The position offers flexible scheduling and great benefits!    

Examples of Duties

The Administrative Assistant promotes a positive customer experience for walk-in customers and in phone and email communications. The position provides primary support in scheduling building inspections and processing building permits.  The position processes permits, applications, registrations, payments, and accounts receivable.  The position supports the agenda process for the planning commission and other department projects as needed. 
The Objectives include:

• Supports and models a positive and productive workplace culture based on the city’s core values of respect, integrity, communication, positive attitude, teamwork, and responsiveness.  
• Supports organizational development efforts for a high performing organization, employee engagement, workforce development, inclusion, equity, and performance measurement.    
• Works cooperatively with others; responds to internal and external customers alike providing exceptional customer service.   Develops and maintains respectful and effective working relationships with coworkers and community members; consistently brings a high level of self-awareness and empathy to personal interactions.  
• Proactively resolves conflicts based on the greater good of the team, the city, and the community to ensure a respectful and inclusive workplace.  
• Embrace the City’s Mission, Management Philosophy and Core Values/Attributes by carrying out ones duties with a high degree of professionalism, honesty, and truthfulness.  

Example of Duties include:

• Provide community-focused support to internal and external customers at City Hall.
• Provide clerical and administrative support to the Planning, Building, and Administration departments.  

• Provides Notary Public service to the community and city.    
• Performs a variety of moderate clerical support work that requires general knowledge of Microsoft applications and office procedures.  
• Serves as the first point of contact at City Hall, greets and assists walk-in customers at front counter with applications, permits, and payments.  
• Processes over-the-counter building permits; plumbing, roof, window, door, siding, and sewer repair permits.  Prepares building permits for review and assigns.  
• Schedules building inspections appointments and prepares inspection calendar for building inspector.  
• Assists Planning, Building, and administration departments with mailings, special projects, employee events and meeting preparations.    
• Organize and maintain records and administrative filing system; uses the records retention schedule to maintain files.
• Assist with preparation and distribution of meeting agenda packets, as needed.
• Assists with processing data requests.   
• Assists in the administration of the Comprehensive Plan and Zoning/Subdivision regulations.
• Assists in providing information regarding zoning regulations, standards, policies and procedures.  This position may provide the above to residents, businesses, developers, contractors, architects, city staff and others.
• Accepts planning, zoning, and subdivision applications, processes all fees and applications materials, creates electronic and physical file folders, updates the website with new application information, updates/maintains the log of planning applications, and maintains permanent storage of planning applications/files (paper and electronic).   
• Creates mailing lists and maps for new applications in compliance with applicable state statutes and local ordinances regarding publication of such notices and additional notices as directed.  Assists in preparation of legal notices for publication in the official newspaper.  Assembles and sends all mailed notices in the code required timeframe.
• Collects, assembles, and distributes agendas and packets for Planning Commission in both hard copy and electronic forms.  Maintain permanent storage of agendas and packets.   Update the website with this information as needed.
• Updates handouts and applications forms for planning, zoning and building division.  Updates the website with updated handouts and forms.
• Assists Planning Director, Planner, and Building Official in conducting surveys of other cities’ codes and requirements.  
• Assists in maintaining permanent storage of building permits.
• Prepares and mails expiration notices for rental licenses and farm animal permits.  Answers questions on the application process.
• Receives complaints of rental housing, planning and other code violations, create files, and arrange for investigations as may be appropriate.  
• Completes mailings for deer management program.  

Typical Qualifications

Minimum qualifications include a high school diploma or equivalent; two years of customer service and/or administrative experience. Microsoft Office proficiency preferred.  Experience with multi-line phone system.  

Preferred qualifications include an associates degree in a related field and permit technician certification.

Position closes July 6, 2025 at 11:59 p.m.