Executive Assistant - Planning & Permitting in Boerne

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Job DescriptionJob DescriptionJob Title:
Executive Assistant – Planning & Permitting

Department:
Planning

Location:
City of Boerne, Texas

Salary Range:
$63,356.80 - $79,206.40 DOE annually

Job Description:
In alignment with the City’s tenets and core values, this executive administrative role provides high-level support to the Planning and Permitting Departments and their leadership. Serving as a primary liaison to the Director, the position manages complex calendars, correspondence, meeting logistics, and confidential records, while delivering exceptional customer service to , applicants, property owners, staff, and partner agencies with accurate process information and well-routed inquiries.

The role coordinates the Planning and Zoning Commission, Historic Landmark Commission, and Design Review Committee—developing and posting agendas, preparing packets and presentations, facilitating meetings, and producing accurate minutes and distributions in compliance with open meetings and records requirements. It prepares briefings, tracks action items, and maintains organized records and workflows. The position also oversees key administrative financial processes (accounts payable, purchase orders, vendor invoices, P‑Card reconciliation), monitors budget expenditures, and assists with procurement and contract routing. Additional duties include coordinating public notices and hearings, maintaining department webpages and templates, supporting special projects and cross-department initiatives, and building strong working relationships with elected and appointed officials, staff, and the public.

Key Responsibilities:

• Services as the executive point of contact for Planning and Permitting, triaging and resolving inquiries from customers, applicants, property owners, staff, and partner agencies, and provides guidance on planning, permitting, development review, and related procedures, and escalating issues appropriately.
• Coordinates meetings, answers phone calls, responds to inquiries, maintains filing, manages incoming and outgoing mail, processes purchase requisitions and expense tracking, updates department web pages, and aids other staff as necessary. Handles confidential information.
• Oversees key administrative financial processes (accounts payable, purchase orders, vendor invoices, P‑Card reconciliation), monitors budget expenditures, and assists with procurement and contract routing.
• Serves as records liaison.  Prepares and coordinates responses to Public Information Act requests, maintains the records retention schedule, and documents disposition in compliance with the Texas Public Information Act and City policy.
• Provides end-to-end board/commission support (Planning and Zoning Commission, Historic Landmark Commission, Design Review Committee), preparing meeting agendas and meeting packets, drafting and sending required notifications to adjacent property owners, publishing and posting required public hearing notifications, and preparing minutes of meetings. Requires attendance at regularly scheduled monthly evening meetings as well as managing board member attendance.
• Welcomes and guides visitors, retrieves and prepares requested documents, and provides directions for both online and in-person services. Refers callers or visitors to the appropriate staff members and records clear messages.
• Conducts research for special projects and assists with special events, activities, recognitions, and cross-department initiatives. Prepares and maintains deadlines, tracking lists, or standing meetings for the Department’s leadership.
• Exercises sound judgment, discretion, and initiative to carry out assignments independently, analyze situations and conditions, and determine appropriate course of action following department guidelines.
• Maintains and updates department references and resources (vendor lists, code books, training manuals, standard operating procedures, mailing lists), standardizes templates and procedures to improve consistency and efficiency.
• Performs such other related duties as may be assigned. 
• Regular and prompt attendance is an essential function of the position.

Qualifications:

• Education: An associate's degree with some advanced coursework in a related field is . 
• Experience: Five (5) years of increasingly responsible clerical, office, administrative work, and customer service, or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities, is required.  Knowledge of local government or related fields is .
• Knowledge of: Business English, spelling, and punctuation; modern office practices, procedures, equipment, and clerical techniques; customer service skills.
• Skill/Ability to: The ability to prepare reports and general correspondence. Excellent oral and written communication skills. A strategic thinker with interpersonal communication skills to be able to build positive working relationships with external stakeholders, developers, and various counties, state, and federal agencies. The exercise of considerable initiative and independent analytical and evaluative judgment. Ability to work on several projects or issues simultaneously and have creative problem-solving skills to gather relevant information to solve problems. Excellent communication, organizational, customer service, computer, and grammar skills are required.
• Safety/Physical Requirements: Ability to lift/carry twenty-five (25) pounds of material, bending, stooping, and reaching as needed to file; sitting stationery for extended periods of time.
• Certifications & Licenses Required: A valid Texas Operator’s Driver License or the ability to obtain one upon hire.

Application Process:

1. Submit resume, cover letter, and application form. Careers | Boerne, TX - Official Website
2. Initial phone/video screening interview.
3. In-person interview with hiring manager and staff.
4. Skills assessment (if applicable).
5. Final interview and reference check.
6. Job offer to selected candidate.

Special Benefits & Perks:

• Medical, Dental, & Vision – 100% Paid by the city for the employee, option to add dependents. (City pays 42% for dependents, medical only.)
• Short-Term and Long-Term
• Vacation/ Sick paid days off
• Holidays Paid
• Retirement plan - 14% City Contribution
• Workers Compensation Insurance & 100% salary indemnity

Application Timeline:
The hiring process generally takes 2 to 4 weeks from application submission to offer. Join our team and help foster a community of learning and engagement in Boerne!

The City of Boerne is an equal-opportunity employer.
 

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