Planning & Zoning Administrative Assistant

Position Title: Administrative Assistant - Planning & Zoning

Department: Planning & Zoning Department

Reports To: Planning & Zoning Director

FLSA Status: Non-Exempt, hourly

Employment Status: Full Time – 80 hours Biweekly

Pay Grade: 3

The Administrative Assistant serves as the primary technical assistant for Planning and Zoning department and maintains records of business transactions related the department which includes planning, zoning and building inspections.

• Welcomes on-site visitors, provides in-person and telephone customer service determining the nature of business and providing applications, general information and direction to appropriate team member.
• Serves as the secretary for boards and commissions served by the Planning & Zoning department (maintaining meetings schedules, publishing legal notices, preparing meeting packets, attending meetings, preparing minutes and maintaining the administrative record).
• Attends public meetings as requested.
• Accepts and processes applications submitted to Planning & Zoning department and refers the application to the appropriate team member.
• Maintains text updates to the zoning ordinance and subdivision regulations as requested.
• Assists the Building Permit Clerk with data entry and processing of building permits.
• Schedules daily inspections and appointments for planning and building team members.
• Assists with data collection, records organization and file retention for the department.
• Prepares monthly Planning & Zoning reports as requested.
• Assists with interagency requests for addressing and encroachments as requested.
• Prepares or composes informational summaries, transmittal letters, or other documents related to the work of the department.
• Serves as a review editor for other team members.
• Assumes duties/responsibilities of coworkers and performs other duties as assigned.

• Excellent interpersonal skills and ability to interact tactfully and courteously with coworkers, county officials, city officials and members of the general public.
• General computer software, application and systems knowledge and ability to create and maintain thorough, accurate records.
• Intermediate/advanced proficiency using Microsoft Word, Excel, Outlook and PowerPoint as well as web browsers.
• Ability to read and interpret simple plans and maps.
• Ability to prepare and process department correspondence.
• Ability to maintain detailed electronic and paper files.
• Ability to exercise sound judgment.
• Ability to work under general supervision.
• Must be able to maintain confidentiality.

High School Diploma or equivalent, plus two years of clerical and administrative office experience required. An associate’s degree or coursework in business administration, design, construction, data management or any other job-related field preferred and may substitute for experience.

• Must maintain a valid Driver’s License and acceptable driving record; and
• Must be able to attend evening meetings with advance notice.

• Ability to meet the physical demands of the job which include, but are not limited to, sitting, walking standing, reaching, stooping, kneeling, crouching, and lifting and/or moving objects that weigh up to up to 25 pounds.