Administrative Specialist - Zoning

Twin Falls County•Twin Falls, ID

2d•Onsite

About The Position

Performs advanced administrative and customer service duties in support of the Planning and Zoning Department. Serves as a primary point of contact for the public, providing information regarding department services, policies, procedures, and regulations. Responsibilities include processing applications and payments, maintaining records, preparing reports and correspondence, supporting public meetings and hearings, and preparing official minutes and related documentation. Duties include creating, reviewing and processing documents and records, identifying and correcting errors and omissions on documents received from staff, and/or public. Work requires strong organizational skills, attention to detail, proficiency with office software, and the ability to manage multiple priorities while exercising independent judgment. The position operates under general supervision in a public-facing office environment and requires occasional evening attendance at public meetings.

Requirements

High school diploma or GED.
One (1) year of experience in an office environment.
Must pass a background investigation and drug test, and remain in good standing throughout employment.
Knowledge of County zoning ordinances, land use regulations, and building codes.
Knowledge of office administration practice and procedures, including records management and data entry.
Knowledge of recordkeeping, filing, and document retention practices.
Knowledge of customer service principles, techniques, and best practices.
Knowledge of bookkeeping, cash handling, and basic accounting practices.
Knowledge of English grammar, spelling, punctuation, and business correspondence.
Knowledge of operation of personal computers and job-related software applications.
Ability to work collaboratively with coworkers and the public to provide professional, high-quality customer service.
Ability to maintain a professional, courteous, and customer-focused demeanor in person, by telephone, and through written communications.
Ability to read, comprehend, and interpret zoning ordinances, regulations, property deeds, legal descriptions, and related documents.
Ability to analyze situations, identify solutions, and exercise sound judgment in accordance with applicable laws, regulations, policies, and procedures.
Ability to monitor and reconcile cash receipts, deposits, and cash drawers.
Ability to prepare accurate reports, correspondence, and other business documents.
Ability to enter, retrieve, verify, and maintain data efficiently and accurately within computerized systems.
Ability to establish and maintain accurate records, files, and documentation in both electronic and paper formats.
Ability to communicate clearly and effectively, both verbally and in writing.
Ability to operate standard office equipment and software, including Microsoft Office applications and other job-related systems.
Ability to listen effectively, gather information, and communicate appropriately through oral, written, and interpersonal interactions.
Ability to follow oral and written instructions and apply established procedures consistently.
Ability to work independently while exercising initiative under general supervision.
Ability to manage multiple priorities, interruptions, and deadlines while maintaining accuracy and attention to detail.
Ability to research information, analyze data, and prepare clear and concise reports.
Ability to respond professionally and tactfully to customer inquiries, including difficult or sensitive situations.
Ability to establish and maintain effective working relationships with coworkers, elected officials, government agencies, and the public.
Ability to demonstrate integrity, professionalism, discretion, and confidentiality in the performance of assigned duties.
Ability to perform all duties in accordance with County policies, procedures, and safety standards.

Nice To Haves

Experience in planning, zoning, local government, or a related field is preferred.
Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

Responsibilities

Assist customers with zoning permit inquiries and determine appropriate applications and required documentation.
Review permit applications for completeness and verify all required documents are submitted prior to acceptance.
Conduct research on applications, property records, and zoning compliance, including investigation of illegal land divisions.
Read and interpret legal descriptions, deeds, and related property records.
Process appeal requests, hearing notifications, legal notices, agendas, and related documentation.
Prepare and mail public hearing notices and other required legal notifications.
Attend Planning and Zoning Commission, Agriculture Protection Area Commission, and other assigned public meetings and hearings; record, transcribe, and prepare minutes, findings of fact, conclusions of law, and orders.
Prepare appeals and supporting documentation for submission to the Board of County Commissioners.
Prepare meeting packets, agendas, reports, correspondence, and other departmental documents.
Occasionally attend evening public meetings.
Maintain official records, files, minutes, transcripts, notices, correspondence, logs, and related documentation in accordance with records management requirements.
Ensure documents are complete, accurate, and contain all required signatures, stamps, and supporting information.
Receive, process, receipt, and reconcile payments for permits, applications, and other departmental transactions.
Generate claims, process deposits, balance cash drawers, and prepare related financial reports and documentation.
Maintain records of commissioner attendance and process meeting and mileage reimbursements for Planning and Zoning-related boards and commissions.
Answer incoming phone calls, greet walk-in customers, and provide information regarding department services, policies, procedures, and processes.
Respond to inquiries from citizens, County employees, elected officials, commissioners, and other stakeholders in a courteous and timely manner.
Provide administrative and secretarial support to department staff, including scheduling appointments, preparing correspondence, tracking mailings, and maintaining departmental databases.
Determine customer needs and provide appropriate information, assistance, or referrals.
Enter, verify, update, and maintain data within County and departmental systems.
Prepare, distribute, and maintain reports, records, applications, spreadsheets, logs, and other business documents using standard and specialized software applications.
Compile, organize, copy, file, and maintain departmental records and materials.
Process and distribute departmental mail and prepare outgoing mailings.
Complete special projects and records management assignments as assigned.
Coordinate work activities, manage priorities, and meet established deadlines.
Maintain confidentiality of sensitive information and records.
Establish and maintain effective working relationships with coworkers, elected officials, other agencies, and the public.
Assist other County departments and staff as needed.
Perform all duties in accordance with County policies, procedures, and safety practices.
Perform other related duties as assigned.