Administrative Assistant - Community Development

Job Description

Administrative Assistant – Community Development

City of Belvidere, Illinois

Department: Community Development (Building, Planning & Zoning)

Employment Type: Full-Time FLSA Non-Exempt

Compensation: $42,365 / year ($20.57 / hour) + Comprehensive Benefits

Location: 401 Whitney Blvd, Belvidere, IL 61008

About the Role

The City of Belvidere Community Development Department is looking for a dynamic, detail-oriented Administrative Assistant to serve as the heart of our office operations. Spanning both the Building Department and the Planning & Zoning Department, this position is ideal for an adaptable professional who thrives in a fast-paced environment where no two days are the same.

As the primary face and voice of the department, you will balance public-facing service with critical administrative, financial, and clerical support.

Key Responsibilities

Public Relations & Office Operations

First Point of Contact: Warmly greet members of the public, field inquiries, and handle scheduling for department staff.

Public & Code Assistance: Assist community members and staff with permit applications, building inquiries, and code enforcement process questions.

Financial & Records Management

Bookkeeping & Data Entry: Perform daily financial data entry, process departmental payments, and maintain precise financial records.

Notices & Documentation: Draft, prepare, and disseminate official departmental notices, meeting agendas, and supporting materials for elected and appointed officials.

Commission Support

Planning & Zoning Clerk: Serve as the recording clerk for the Planning and Zoning Commission, which includes preparing meeting materials and attending one evening meeting per month.

What We’re Looking For

Core Qualifications & Skills

Organization & Time Management: Demonstrated ability to multi-task, prioritize competing demands, and maintain high accuracy in a fast-paced environment.

Communication Skills: Outstanding verbal and written communication skills with a customer-first mindset.

Tech-Savvy:

Proficiency in standard software suites (Word processing, spreadsheets, databases, calendar/scheduling).

Ability to quickly learn specialized municipal platforms, such as GIS systems and municipal financial software.

Attention to Detail: High precision in both document preparation and financial data entry.

Adaptability: Flexibility to shift priorities smoothly throughout the day as community and office needs evolve.

Physical & Working Conditions

Extended periods sitting at a workstation while answering calls, with frequent walk-in interruptions from the public and staff.

Occasional light physical effort required (e.g., lifting and moving boxes of files or paper up to 20 lbs).

Standard daytime hours with one scheduled night meeting per month. Rare pre-approved overtime as needed.

What We Offer

The City of Belvidere provides a competitive pay rate along with a complete public-sector benefits package:

Starting Salary: $42,365.00 / year ($20.57 / hour)

Retirement: IMRF (Illinois Municipal Retirement Fund) pension plan

Comprehensive Healthcare: Health, Dental, and Vision coverage options

Insurance: City-provided Life Insurance

Paid Time Off: Paid holidays, vacation, and sick leave

How to Apply

One Click apply with your zip recruiter profile.

The City of Belvidere is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, or any other status protected by law. Reasonable accommodations are available upon request for individuals with disabilities.

Full-time