Planning Assistant

County of Culpeper•County of Culpeper, VA

2d•Onsite

About The Position

Responsible for providing planning, research, and administrative support for the Planning Department. Plays a vital role in the day-to-day activities of the department by working to provide professional tasks to ensure the provision of efficient and effective services. This position is knowledgeable of policies and procedures in regard to the Planning and Zoning Department.

Requirements

Education equivalent to a high school diploma supplemented by 1 year of experience and/or training involving office management, bookkeeping, secretarial work, planning/zoning office operations, meeting coordinator, records management, and personal computer operations
Must possess satisfactory results of a criminal history background check.
Must possess and maintain a valid Virginia driver’s license.
Considerable knowledge of the policies, procedures, and activities of the County and of planning/zoning practices
Considerable knowledge of secretarial and office management practices, and of the operation of standard office machines and equipment used within the department
Knowledgeable and proficient with computers and with software programs typically used within the position
General knowledge of accounting principles, bookkeeping practices, and related procedures
Has knowledge of principles and practices associated with planning/coordinating meetings
Ability to stay abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities
Knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position
Ability to assemble information and make written reports and documents in a concise, clear, and effective manner
Ability to use independent judgment and work with little direct supervision as situations warrant
Mathematical ability to handle required calculations using percentages and decimals
Ability to read, understand, and interpret financial, technical, and computer reports and related materials
Ability to provide the highest level of customer service
Ability to effectively communicate and interact with supervisors, officials, members of the general public, and all other groups involved in the activities of the department
Ability to exercise tact and discretion in handling confidential personnel information

Responsibilities

Coordinates daily activities of offices, coordinates department projects and activities, monitors status of projects/workflow and troubleshoots problem situations, follows progress of assignments to other staff members as assigned, works to independently resolve problems and initiate appropriate action/response
Provides administrative and specialized support for the department; Composes, types, or edits correspondences; keeps management informed of significant matters, messages, documentation, or other information; represents management at meetings as assigned
Researches and compiles various statistical and/or administrative data using various sources; analyzes data and identifies trends; summarizes data and prepares reports.
Assists Planning Director in conducting various special projects; oversees projects as assigned, and keeps Director informed of project issues, progress, and findings
Coordinates departmental communications and conveys information as appropriate; serves as liaison with other County departments and governmental organizations.
Coordinates and provides administrative support for Board of Supervisors meetings, Planning Commission meetings, Board of Zoning Appeals meetings, or other meetings; prepares meeting agendas, packets, presentation materials, etc., submits meeting notices to applicants, adjacent property owners or other individuals as appropriate; prepares legal advertisement and coordinates arrangements for meeting rooms, equipment, food/beverages, and supplies; records and transcribes meeting minutes, distributes meeting documentation, and maintains records
Reviews, monitors, and processes all documentation relating to accounts payable, budget, purchasing, and financial records; makes recommendations as needed to meet needs of department
Receives and reviews land use applications and forwards as appropriate
Receives payment for application fees or other departmental fees/services; records transactions, issues receipts, and forwards revenues as appropriate; prepares daily reports for transmittal to Treasurer
Maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff; processes travel reimbursements
Establishes and maintains computerized and hard-copy file systems of departmental records
Establishes and maintains all zoning permits
Monitors, maintains and orders inventory of department forms and supplies
Performs customer service functions, interprets codes and provides information to the public on routine issues, directs callers/visitors to other personnel as appropriate, responds to routine questions/complaints/inquiries and initiates problem resolution
Communicates with supervisor, employees, other departments, etc. to coordinate work activities, review status of work, exchange information, or resolve problems.
Prepares draft minutes, finalizes adopted minutes, and maintains minutes per the Virginia Library of Congress under the Virginia Public Records Act.
Performs a variety of clerical and administrative functions
Provides assistance to other employees or departments as needed
Performs notarization of documents as needed
Advises Planning Director and Zoning Administrator on community relations issues and assists with organizational outreach; obtains information from other department or agencies as requested
Performs related duties as directed