Planning Specialist

General Overview

Under general direction, provides complex and confidential administrative support to the Planning Department. This position prepares department publications for public review and maintains the department website, coordinates the department budgets and purchases, and functions as a board and commissions staff liaison. Work is performed with broad latitude for the exercising of initiative and independent judgment.

Applicants are required to attach a cover letter and resume.

• Oversees and monitors fiscal data and information for project coordination for the Planning Department.
• Conducts research and creates planning activity reports.
• Organize and maintain active records from the point of taking in applications and making the initial files, through Commission and Council action, to complete file closure, which includes acquiring required signatures on all plats and site plan, coordinating recordation of these for County, City and applicants through the Williamson County Plat Records process. Maintain log of coming & going of plats.
• Maintains, updates, reviews and researches, files records and databases.
• Maintains records, ensuring that all records are retained, stored, and destroyed in accordance with the Texas State Library and the Department/Division Records Retention Plan.
• Performs other duties as assigned.

• Functions as the first line of contact for both internal and external customers on the status of planning cases.
• Support the filling of all Planning public information requests.
• Generation, management, and updating of reports tracking development trends.
• Provide direct administrative support to the Planning Staff, Managers, and Directors.
• Serves as staff liaison for various boards and commissions.
• Receive, review for completeness, login and forward to the Development Director the Pre-Application Conference Request Form.
• Receive and review for completeness Master Applications used in the development process; calculate and assess application process fees, based on predetermined fee schedule. Prepare the master case file for each application, assign case number, log in and scan for GIS mapping purposes.
• Distribute copies of master application case file to appropriate planners, other internal departments along with County Road and Bridge and Texas Department of Transportation for review.
• Prepare, copy and distribute all Planning & Zoning Commission, Zoning Board of Adjustment, Housing Board and Historic and Architectural Review Commission notifications agendas and review packets for commissioners. Create and distribute signs to be placed on the property in review. Post all information with the City Secretary, the local authorized newspaper and the city website, as required by State statutes. Record and prepare written minutes for the P&Z, ZBA, Housing and HARC.
  
  Also maintain attendance records for quarterly reports and provide staff support for all commissioners.
• Ensure scheduled posting of City Council agenda items from Planning. Manage the legal notification process, including newspaper notices, notification signs, and letters to surrounding property owners.
• Implements and monitors the planning department Customer Service Survey program.
• Prepares meeting materials; coordinates, prepares and posts agendas according to the Open Meetings Act; prepares minutes for approval; serves as Secretary of Record, maintaining official, accurate records and minutes of meetings and actions; coordinates board actions for City Council meetings; prepares packet for actions moving to City Council; communicates between Staff and Board members; compose, draft and edit correspondence.
• Oversees the recordation of all subdivision plats and is the planning department liaison for posting of fiscal surety for subdivisions.

Education, Training and Experience Guidelines

Associates degree from an accredited college or university with major coursework in Business Administration, Public Administration, Engineering or other related field. Three (3) years of progressively responsible experience in an advanced administrative support…