Administrative Assistant - Planning & Zoning
About The Position
The Administrative Assistant performs a variety of administrative and clerical duties for the Planning and Zoning Department. The role intakes land use permits and applications, answers inquiries, and directs the public as appropriate, while providing customer service on planning and zoning issues. The position performs reception, records maintenance, data entry, permit processing, fee collection, accounts payable, billing, and other financial and administrative support. It also assists department personnel and supports Planning Commission, ARB, and Ag/Forestal Committee meetings, including preparing public notices and property-owner verifications.
Requirements
- Education equivalent to a high school diploma.
- Satisfactory results of a criminal history background check.
- Knowledge of general office practices.
- Ability to operate a computer and proficiency with Office 365, NeoGov, OpenGov, eScribe, and CivicPlus.
- Ability to communicate effectively with customers and co-workers and provide a high level of customer service.
- Excellent interpersonal skills and ability to work in a team environment.
- Oral communication and interpersonal skills to explain rules and procedures clearly to the public.
- Problem-solving skills to gather relevant information, solve practical problems, and address citizen inquiries and concerns.
- Ability to review plans and apply ordinances and codes to determine compliance and apply regulations to field conditions.
- Ability to work on several projects or issues simultaneously and to work independently or in a team as needed.
- Ability to lift 12–20 pounds, operate office and computer equipment, communicate orally, and perceive and discriminate colors or shades of color.
Nice To Haves
- Previous experience or training in planning and zoning, clerical, reception, or data entry work is preferred.
Responsibilities
- Greet customers, answer routine questions, provide information on routine planning and zoning issues, direct visitors and callers to appropriate personnel, and initiate resolution of routine inquiries or complaints.
- Answer telephones, direct callers, and relay messages.
- Distribute forms and documentation; process zoning permits; receive and review land use applications and forward them appropriately.
- Upload permit intakes into the appropriate system.
- Maintain manual and electronic departmental and program records; enter, update, retrieve, and route data to applicable users.
- Receive payments for application and other departmental fees or services, record transactions, issue receipts, forward revenues, and prepare daily reports for the Treasurer.
- Review, monitor, and process documentation related to accounts payable, budgets, purchasing, and financial records, and make recommendations as needed.
- Prepare and key accounts payable.
- Print and/or mail monthly billing.
- Assist other departmental personnel with various tasks.
- Perform general clerical tasks and distribute documents to department staff and decision makers.
- Assist the Department Head with budget document preparation.
- Assist with preparing agenda items and provide administrative support for Planning Commission, ARB, and Ag/Forestal Committee meetings.
- Prepare public notices and property-owner verifications.
- Provide assistance to other employees or departments as needed and perform other duties as required.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
