Administrative Assistant

Hinds County, Mississippi•Raymond, NH

22h•Onsite

About The Position

The Administrative Assistant position involves providing comprehensive customer service and administrative support within a zoning and permit department. Key responsibilities include greeting and assisting the general public, such as property owners, title searchers, lawyers, realtors, and contractors, who are seeking information about the zoning process. The role requires interpreting zoning regulations, flood maps, and critical analysis areas using various maps, including GIS. The assistant will guide applicants through the application process, review submissions for completeness, and manage the preparation and processing of administrative permits, building cards, and Certificates of Occupancy. Additionally, the position entails preparing and distributing agenda packets for Planning Commission meetings, proofreading minutes, and ensuring public notices and permits are posted and recorded appropriately. The Administrative Assistant will also update parcel files, coordinate with the 911 coordinator, assist the public with GIS informational maps, and prepare end-of-year reports for the Director of Permit and Zoning department.

Requirements

A Bachelor's Degree from an accredited four (4) year college or university in a field related to the above described duties and three (3) years of professional experience in same
OR A high school diploma or GED and seven (7) years of professional experience as described above.

Responsibilities

Greet and assist general public including property owners, title searchers, lawyers, realtors, contractors, etc, seeking general information about the zoning process.
Interpret zoning regulations, flood maps and critical analysis areas of all maps including GIS maps.
Provide applicants with appropriate application and worksheets for proposed projects.
Receive applications and review for completeness: inform applicants if addition information is needed.
Type applications in computer.
Print out administrative permits, building cards, NOTICE OF HEARINGS for abutters/applications and Permit Request Cars according to office checklists.
Prepare permits, Preliminary Certificate of Occupancy and final Certificate of Occupancy documents.
Prepare and mail agenda packets for Planning Commission meetings and ensure packets are distributed in a timely manner.
Proof Planning Commission minutes.
Warn and notice public meetings and hearings as requested by the Zoning Administrator.
Post agendas on information board, Library and Emergency Services Building.
Post Permits and Notices of Hearing on information board.
Record Permits, Final Certificate of Occupancy and Denial of Applications with Town Clerk.
Update individual parcel files with permits, Co’s denied applications and notice of violations.
Email scanned permit ad and Notice of Hearing ads to newspaper.
Work in conjunction with the 911 coordinator.
Assist public in understanding the GIS informational maps including flood information.
Print out maps and/or email person requesting information.
Work in conjunction with co-workers.
Prepare end-of-year report for the Director of Permit and Zoning department.
Performs other duties as required or assigned.