Administrative Assistant - Planning & Codes

Town of Smyrna•Smyrna, TN

11h•Onsite

About The Position

This classification is responsible for performing administrative and secretarial functions for the Building Official. Duties and responsibilities include answering and routing phone calls, preparing and distributing correspondence, scheduling appointments and meetings; processing, filing, and maintaining documents; assisting in the preparation of legal notices, greeting visitors and providing customer service, performing data entry and generating reports. Reports to the Town Planner / Building Official.

Requirements

High School diploma or GED
Two (2) years’ experience in a municipal codes, or planning environment and/or training involving secretarial work, office administration, or customer service
Be at least 18 years of age
Possess a valid Tennessee Driver’s License.

Responsibilities

Performs reception functions; answers phone calls, takes messages, relays to appropriate party within the department; responds to email and letters; Provide accurate and courteous assistance to citizens, vendors and other Town employees.
Provides secretarial/clerical support; processes and maintains a variety of documentation associated with departmental operations within prescribed timeframes and according to department's policies and procedures.
Perform various administrative functions such as creating records, reports, correspondence, memorandums and databases using word processing, spreadsheets, graphs, presentation and publishing software.
Prepares meeting packets and agendas and other necessary documentation for the Planning Commission, Board of Zoning Appeals, Historic Zoning Commission, Beautification Commission, and Construction Board of Appeals and distributes to members and staff; attends such meetings to record minutes and notes as needed.
Answers inquiries from developers, contractors, and citizens with regards to actions submitted for review by the Planning Commission, Board of Zoning Appeals, Historic Zoning Commission, and Construction Board of Appeals.
Attends all staff reviews for issues submitted to the Planning Commission; prepares and distributes staff comments.
Interprets and converts map information when issuing building permits for all new construction; grading, excavation, sign, tent, and other permits Issues building permits for all new construction.
Issues grading, excavation, sign, tent, and other permits.
Coordinates with outside vendors and other departments during phases of construction development.
Generates work orders for inspections to be completed.
Maintains records of permits issued, inspections completed, and certificates of occupancy issued, and impact fees paid.
Maintains records of surety instruments for new developments.
Prepares agendas and set up the meeting room for the Planning Commission, Board of Zoning Appeals, Historic Zoning Commission, Beautification Commission, and Construction Board of Appeals.
Attends the Planning Commission, Board of Zoning Appeals, Historic Zoning Commission, Beautification Commission, and Construction Board of Appeals meetings; take and prepare the minutes of these meetings.
Plans, coordinates and assists in special projects and events.
Accurately files and maintains records.
Assists in the scheduling of appointments and meetings.
Assists in the preparation of meetings.
Any other duties as assigned by supervisor.