Administrative Assistant; Planning & Development

• Base Pay $16.45 - $18.74 / Hour
• Job Category Administrative Support
• Employee Type Non-Exempt
• Required Degree High school

• Name Human Resources
• Phone

The Planning & Development Administrative Assistant provides essential clerical, technical, and customer service support to the Planning & Development Department. This position assists with permit processing, public meeting preparation, records management, and communication with residents, contractors, and developers. The role ensures smooth daily operations and supports staff in carrying out land - use planning, zoning administration, and development review functions. Independent judgment is required to plan, prioritize, and organize a diversified workload, and to recommend changes in office practicesor procedures.

This position is under the general supervision of the Director of Planning & Development and/or his/her designee.

Performs general administrative and clerical duties to support Planning & Development staff.

• Assists applicants with required forms, fees, and procedural questions.
• Enters and tracks applications in permitting systems; issues routine permits when authorized.
• Serves as the department’s first point of contact for walk-in, phone, and email inquiries. Communicates directly with customers, employees, contractors, surveyors, developers, and other individuals to answer questions, disseminate, or explain information, and address requests.
• Provides general information regarding zoning regulations, land-use processes, and department services.
• Maintains digital and physical records of zoning cases, permits, ordinances, maps, and related documents.
• Organizes plans, plats, variances, conditional use permits, and special use permits according to retention requirements.
• Assists staff with updates to zoning maps, regulations, property files, and land-use databases.
• Prepares legal notices and arranges publication and posting for public hearings.
• Assists planners with basic research, map updates, and administrative tasks.
• Tracks deadlines and status updates for zoning applications, appeals, and hearings.
• Helps compile monthly, quarterly, or annual reports as needed.
• Monitor accounts payable and receivable for Planning & Development. Duties may include preparing/inputting vouchers for Accounts Payable, preparing invoices, and processing payments for permit fees. Maintains logs and records required for tracking applications and revenue. Ensure accuracy of all financial records and documents.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

• Establishes, develops, maintains, and updates a filing system for the Planning & Development Office to include planning cases, contracts, accounts payable, and other documents.
• Sorts and distributes mail. Drafts written responses or replies by phone or e-mail as necessary. Responds to regularly occurring requests for information from other departments, the public, and vendors.
• Handles confidential and non-routine information when necessary.
• Works independently and within a team; assists with regularly occurring and special projects

• Conduct research as required for the department.
• Maintain inventory for the office and all divisions and coordinate purchase of supplies and equipment.
• Opportunity to assist with website, social media, and physical dissemination of information.
• Assists with budget preparation by organizing data and documentation.
• Attend meetings and additional training as required.

Additional duties may be assigned as business needs require.

• Excellent…