Zoning Administrative Assistant

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Gary, IN, US

7 days ago Requisition

Division:
Zoning Department

Reports to:

Zoning Director

Status:
Full-time

Position Summary

The Administrative Assistant provides professional administrative, clerical, records management, and customer service support for the Planning & Zoning Department. As the department's primary administrative support professional, this position serves as the first point of contact for residents, developers, businesses, consultants, and public officials seeking planning and zoning services.

The Administrative Assistant is responsible for receiving and processing departmental applications, maintaining official records, coordinating administrative activities, supporting public meetings, preparing routine correspondence, and ensuring efficient office operations. The position requires exceptional organizational skills, attention to detail, professionalism, discretion, and the ability to provide outstanding customer service in a fast-paced municipal environment. This position performs administrative support functions only and does not interpret zoning regulations, make land use determinations, issue approvals, administer General Business Licenses, or exercise supervisory authority.

Essential Duties and Responsibilities

Customer Service

• Serve as the primary receptionist for the Planning & Zoning Department.
• Welcome visitors and provide courteous, professional customer service.
• Respond to general inquiries and direct customers to the appropriate staff member.
• Answer and route incoming telephone calls.
• Schedule appointments, meetings, and customer consultations.
• Assist the public with departmental forms and application procedures.

Administrative Support

• Receive, date-stamp, and process incoming applications and correspondence.
• Review applications for administrative completeness prior to staff review.
• Prepare routine correspondence, letters, forms, and reports using approved departmental templates.
• Maintain department calendars and meeting schedules.
• Assist staff with document preparation, copying, scanning, and filing.
• Perform general clerical duties to support daily department operations.

Records Management

• Establish and maintain electronic and paper files.
• Scan and digitally archive departmental records.
• Maintain confidential records in accordance with City policies and applicable record retention requirements.
• Update departmental databases and tracking systems.
• Assist with records requests and document retrieval.

Board and Meeting Support

Provide administrative support for the:

• Board of Zoning Appeals

Responsibilities include:

• Recording attendance.
• Maintaining official meeting records.

Communication and Coordination

• Coordinate the distribution of departmental correspondence.
• Maintain professional communication with residents, property owners, developers, consultants, and City departments.
• Assist with scheduling internal and external meetings.
• Support special projects as assigned.

Minimum Qualifications

Education

• Business Administration
• Office Administration
• Public Administration
• Communications
• Or a closely related field.

A combination of education and progressively responsible administrative experience may be considered.

Experience

• Minimum of two (2) years of administrative or clerical experience.
• Experience in municipal government or public administration is preferred.

Knowledge, Skills, and Abilities

• Excellent customer service and interpersonal skills.
• Strong written and verbal communication abilities.
• Advanced organizational and time management skills.
• Ability to maintain confidential information.
• Working Conditions

  Work is performed primarily in a professional office environment requiring frequent interaction with the public. The position may require occasional attendance at evening public meetings. Moderate physical activity, including lifting files and office materials to 25 pounds, may occasionally be required.

  Performance Expectations

  The Administrative Assistant is expected to:

  • Deliver professional, courteous, and responsive customer service.
  • Maintain accurate and organized departmental records.
  • Process administrative tasks efficiently and accurately.
  • Support effective communication within the department.
  • Exercise sound judgment and maintain confidentiality.
  • Demonstrate professionalism, reliability, and accountability in all aspects of assigned responsibilities.

Excluded Responsibilities

The following responsibilities are not assigned to this position:

• Interpretation or enforcement of zoning regulations.
• Review or approval of development applications.
• General Business License administration.
• Land use determinations.
• Supervisory responsibilities.
• Budget preparation or financial management.
• Regulatory inspections.
• Planning analysis or professional planning duties.
• Official decisions on behalf of the Planning & Zoning Department.