LAND USE AND BUILDING DEPARTMENT ADMINISTRATIVE ASSISTANT

County of Elmore•Mountain Home, ID

8h•$17 - $21•Onsite

About The Position

The Land Use and Building Department is seeking a candidate with strong administrative, secretarial, and office managerial experience to support its operations, functions, programs, and statutory responsibilities. This position is for an individual who is detailed oriented and has impeccable communication skills. The primary function of an employee in this class is to provide first-line customer service, to determine customer needs, and then guide them through the application process. This employee provides administrative support for the Planning and Zoning Commission, Building Division and Code Enforcement. This support will include performing secretarial and clerical duties as well as conducting research to provide information for any necessary application. The incumbent has responsibility for writing and submitting accurate agendas and minutes of Planning and Zoning Commission Meetings. The incumbent will intake planning applications and building permits, accept fee payments for those applications and permits, and process them to Elmore County Clerk’s Office. This position requires safely securing cash/checks and making daily deposits. The incumbent will be responsible for monitoring, ordering, and accounting for all office supplies and also assuring that all office machines are in working order. This position requires the employee to be detail oriented with excellent public relations skills in handling diverse situations and citizens. The work is performed under the supervision of the Land Use and Building Director. Attendance at evening meetings will be required.

Requirements

Secretarial practices including typing and transcription, general office procedures and business accounting;
General procedures relating to the gathering and analysis of data and the preparation of reports;
Ability to synthesize information in Microsoft suite – word, excel, access, powerpoint, publisher, and other software as required by the position;
The organization, functions, and activities of local government and the department to include land use planning, zoning, and building codes and ordinances;
The correct use of English language, grammar, and formatting.
Relieve a professional of administrative details with a minimum of supervision;
Deal with the public in a tactful, pleasant, courteous, and diplomatic manner and to maintain confidentiality of information;
Express ideas clearly and concisely in writing and orally;
Set-up sound and audio-visual systems for meetings;
Take and transcribe clear and concise minutes of meetings;
Utilize a variety of computer software programs and equipment to perform duties;
Establish and maintain effective working relationships with other employees, public and private officials, the Director, vendors, and the public;
Provide quality services in a cost-effective manner and to recommend improved methods of performing work;
Quickly learn the processes and procedures of the planning and zoning practices to provide accurate and complete explanations and information to the public;
Make sound and reasonable decisions in accordance with laws, ordinances, regulations and established procedures;
Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
Perform all work duties and activities in accordance with County policies, procedures and safety practices;
Integrity, ingenuity and inventiveness in the performance of assigned tasks;
Display an attitude of cooperation in a team environment and work harmoniously with all levels of county employees
High school diploma or equivalent general educational development (GED) certification with course work in general accounting or secretarial fields;
Two years of experience performing secretarial or administrative support duties;
Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.
Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to establish, maintain and prepare various written records, permits, correspondence and other documents;
Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate computer equipment, ten key calculator and other office equipment;
Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to work in an office setting.

Responsibilities

Provides customer service on the phone and in person on daily basis;
Opens and closes the Department on time and notifies customers of upcoming holidays;
Greets citizens as they enter the Department and determines what they need and how to provide them customer support;
Responds to citizens’ questions and comments in a courteous and timely manner;
Types, edits, and maintains master documents/templates for Land Use and Building Department’s applications, forms, and handouts;
Maintains Land Use and Building Department’s website and updates it for public hearings;
Accepts and processes routine building permit and development applications;
Schedules all building inspections daily and supports permit review and approval process;
Assists the Director, Planners, Building Official, Code Enforcement Officer and Permit Technician;
Keeps supervisor and other personnel fully and accurately informed concerning permit progress, and provides suggestions for new or improved ways of addressing any procedural issues;
Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities.
Prepares calendars and agendas for all Planning and Zoning Commission Meetings;
Clerks Planning and Zoning Commission Meetings, takes meeting minutes, and prepares them for approval;
Takes and transcribes minutes at any other Departmental meetings; follows-up on staff or committee recommendations as assigned and prepares proper reports;
Creates and submits payment vouchers for all bills for the Department, including payments for Planning and Zoning Commission meetings and mileage reimbursement for Planning and Zoning Commission members;
Accounts for all monies received in, and invoices paid for by, the Department and makes daily deposits to auditor;
Processes incoming and outgoing mail daily;
Creates accurate administrative records and filing systems for all planning, building, and code enforcement activities;
Serves as confidential secretary and assist in processing all public records requests;
Monitors availability of all office supplies, office equipment, vehicles, and orders or coordinates repair and replacement as per Department’s procedures;
Performs all work duties and activities in accordance with Elmore County policies, procedures and safety practices;
Other job duties as required to support overall operations of the Department.