Administrative Assistant - Community Development Office Of Planning And Zoning

ADMIN. ASST.

- COMM. DEVMT.

The purpose of this classification is to provide administrative support work for management, administration, coordination of personnel/human resources and payroll activities for the Office of Planning, Zoning and Sustainability. Work involves preparing and maintaining personnel records, payroll documents and related paperwork for the department/office. Providing clerical support to department management/Planning and Zoning Administrator, prepare reports, correspondence, and other materials. Entering and retrieving information from department databases;

maintain other materials. Entering and retrieving information from department databases; maintaining automated and manual files; and assisting callers, customers, the general public, and/or visitors. Work is performed under the general supervision of an elected official, department director or division manager.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Establishes and maintains personnel records for department employees; prepares and processes paperwork resulting in Personnel Actions (performance evaluations, salary increases, promotions, terminations, etc.)

Maintains schedule/calendar for Planning and Zoning Administrator/Department Management, makes necessary travel arrangements; schedules meetings for department staff as requested; prepares and distributes agendas; and obtains requested audio-visual equipment. Prepares department documents, records, reports and forms requiring knowledge of programs, policies, ordinances, county codes and procedures. Researches, compiles, consolidates, and/or tabulates information; incorporates information into requested reports and other prepared materials;

proofreads for accuracy and completeness; and distributes upon approval. Greets visitors, patrons, and/or customers; and directs them to appropriate meeting room. May interview customers, patrons, defendants, or other persons engaged in department/office programs or services. May manage the booking/scheduling and use of department facilities and provide to patrons regarding same. May maintain contact with staff members via two-way radio. Facilitates public relations and a positive department image through contacts with the public customers, patrons, and local and County officials.

Prepares and sends press releases for programs as necessary. Serves as back up to other staff members as needed. Responds to and assists department/office employees’ requests and problems related to payroll, workers’ compensation, and insurance. Prepares and provides payroll management for newly re-established Planning and Zoning Department known as the Office of Planning, Zoning and Sustainability (OPZ+S); receives and reviews timesheet documents;

enters codes for leave taken and other actions which affect employee pay; reviews and verifies payroll data and submits for final approval and processing. Handles all information on training classes, drug testing, and other actions as necessary. Assist department management with budgeting, purchasing, and personnel activities; supporting the Zoning Code Enforcement, Planning, Zoning and Site Plan Review Divisions; tracking department revenue;

preparing reports, correspondence, presentations and other materials; and establishing and maintaining department records,…