Administrative Specialist- Planning & Zoning

Town of Vienna•Vienna, VA

1d•Hybrid

About The Position

The Town of Vienna is seeking an Administrative Specialist for its Planning and Zoning Department. This role is crucial for general administration, customer service, application intake, financial administration, budget tracking, records management, and providing clerical support for public meetings. The position requires independent judgment, attention to detail, coordination with various internal and external staff, and the management of sensitive information. The ideal candidate will be tech-savvy, proactive, a problem-solver, and dedicated to public service.

Requirements

High School graduation or equivalent.
Three to five years of full-time administrative support, office administration, financial administration, records management, local government support, or closely related experience.
Strong computer skills utilizing Microsoft Office software products, especially Outlook and Word.
Ability to learn a variety of other job-specific computer- or Internet-based applications.
Basic arithmetic and algebra skills.
Ability to read and understand emails, memoranda, and other written communications.
Ability to read technical instructions, procedure manuals, and charts.
Ability to compose routine reports, specialized reports, forms, and business letters.
Ability to speak using normal grammar and word form.
Ability to communicate orally and in writing with staff, board/commission members, and the public.
Ability to make good decisions based on evidence and clear thinking.
Ability to perform skilled work involving rules/systems with almost constant problem solving.
Requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.
Performs sedentary work that involves walking or standing some of the time.
Involves exerting up to 10 pounds of force on a regular and recurring basis, or sustained keyboard operations.
Handles or uses machines, tools, equipment, or work aids involving some latitude for judgment.
Involves routine and frequent exposure to bright/dim light, dusts and pollen.
Requires responsibility for the safety and health of others.

Nice To Haves

Knowledge of Excel would be helpful.
Coursework, specialized training, or an associate degree in Business Administration, Public Administration, Office Administration, Accounting, Finance, Communications, or a closely related field.
Experience involving budget tracking, purchasing, meeting administration, records management, customer service, or coordination of public meetings.
Experience working in a local government, planning and zoning, or public-facing administrative environment.
Notary Public certification preferred or ability to obtain certification within a reasonable period of employment.

Responsibilities

Provides excellent customer service in person, by phone, or by email, serving as the primary point of contact at the department's front desk and main telephone line.
Answers questions and provides information about departmental functions and services, referring inquiries as appropriate.
Assists customers with questions and information regarding application materials.
Conducts intake and preliminary review of applications and materials for permits and other approvals using electronic plan review software.
Routes applications to appropriate reviewers and determines application fees.
Types correspondence, invoices, statements, reports, memos, letters, forms, and notices.
Processes department paperwork, orders office supplies, schedules meetings and training, arranges for food and lodging, and prepares mailings.
Manages information archiving, files documents in hard and electronic copy, and creates project files in digital archiving systems.
Maintains familiarity with Standard Operating Procedures, Administrative Regulations, and purchasing policies.
Processes invoices, purchase orders, reimbursements, procurement documentation, and bill payments.
Monitors departmental expenditures and account balances.
Learns and manages the Town’s financial software system for tracking financial information.
Identifies discrepancies or issues requiring supervisory review.
Coordinates with the Finance Department, vendors, consultants, and Town staff on purchasing, payment processing, and procurement.
Assists the Director and Deputy Director with departmental budget preparation, monitoring, and financial administration.
Provides Clerk functions in support of assigned boards, commissions, committees, and public meetings, including occasional evening meetings.
Assists with meeting preparation and administration, including agendas, packets, materials, and notices.
Posts agendas, public notices, and meeting materials to the Town website and other platforms.
Ensures legal advertisement and public notice requirements are met.
Coordinates meeting logistics, including attendance records, agenda materials, and presentation setup.
Assists with monitoring meetings for adherence to procedures, attendance tracking, and recording actions.
Prepares meeting summaries, minutes, decision orders, and related records.
Maintains official meeting files and archives.
Communicates with staff, board members, applicants, and the public regarding meeting schedules and processes.
Assists with responding to Freedom of Information Act (FOIA) requests.
Notarizes documents as appropriate, if designated as a Notary Public.
Maintains confidentiality of sensitive information and records.