Administrative Assistant-Planning Department

Summary

Under direction of the Planning Supervisor, or designee, performs a variety of work as assigned in a wide range of areas. Demonstrates strong ethical, professional, and service oriented customer service. Responsibilities include providing complex administrative activities including support in areas of office administration, project management, code compliance, written correspondence, documents and coordination of activities.

Assists the Planning Supervisor and Code Compliance with documenting citizen complaints. Establish priorities and monitor cases to maintain a balanced workload, ensuring that compliance deadlines are met.

Conducts office duties that include the department’s asset management, land use ordinance management, code violations, illegal dump sites, etc. Will process inter-departments applications. Work well with other departments, groups, businesses, organizations, etc. to improve community knowledge and appearance.

Compile code compliance data to keep the department up to date with such information.

Assists the Department with drafting, proofreading, filing and editing cases, correspondence and other documents. Will be responsible for daily cash deposits with the Luna County Treasurer and must be able to reconcile. Must have general knowledge of County roads, highways and the Planning Department’s duties and responsibilities in order to help citizens with questions or concerns regarding County codes, Ordinances and processes.

Responsible for creating requisitions, purchase orders and paying monthly billing in coordination with Purchasing and Accounts Payable. Assists the Department with drafting, proofreading, filing and editing work orders and tracking of work orders in order to ensure work was completed. Responsible for all correspondence and other documents.

Responsibilities also include attending to customers both telephonically, in the office and in the field (at all County Facilities). Responsible for the rental agreements for the facilities. Will ensure that customers are knowledgeable with the procedures for the facilities and will perform walkthroughs as necessary, so customers are familiar with hall, lighting, kitchen and any other aspect if desired. Will perform walkthroughs before and after rental dates to ensure compliance with rental agreements.

Maintains knowledge of current Federal, State and local rules and regulations through such means as attending seminars, reviewing professional publications, taking classes and participating in development activities. Demonstrates continuous efforts to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Works under the direction of the Planning Supervisor

Supervises no one.

Must have a high school diploma or GED certificate, a valid Driver’s License. Must have at least two (2) to three (3) years of office or related experience with a strong emphasis on performing work correctly and meeting deadlines. Intermediate to advanced computer skills using M/S Office applications. Must be able to pass a pre‑employment drug test.

The skill to read and write in proper English and be able to read, analyze and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. The skill to write reports and business correspondence. The skill to logically and effectively present information both orally and in writing and respond to questions from groups of managers, clients, customers, the County Commission and the general public.

Preferably should have the ability to communicate in Spanish both orally and written form (bilingual).

Knowledge of applicable Federal, State, County and municipal laws, codes, ordinances, rules and regulations pertaining to code compliance and land use. Knowledge of office and field rules, practices and procedures and enforcement thereof. Knowledge of standard computer software for word processing,…