Part Time Planning Secretary

20 Hours Per week ($18-$20 per hr.)

Flexible hours with some work from home but will need to be in person every other Tuesday for Planning Commission meeting

Performs a variety of working level, general administrative and complex clerical duties as needed to expedite the administrative, technical or clerical functions of the Planning Department.

Works under the general supervision of the Planning Director.

None.

Acts as receptionist; answers phone and routes calls; takes and relays messages; provides information to inquiring parties; responds to general questions related to department functions; takes dictation and transcribes material into documents, letters, reports, memos, minutes or other general correspondence; composes routine letters and informative notices. Monitors department calendar to assure against conflicts; schedules appointments for staff; advises personnel of meeting requirements;

monitors deadlines for special activities such as hearings, legal notices, mailings, postings, etc.; apprises commission and/or board members of meeting schedules. Performs document filing and maintenance; receives and processes records, applications, appeals, reports and various documents related to the legal obligations and functions of the department; purges records according to established guidelines and regulations. Operates computer and printer; inputs and retrieves data;

compiles reports and maintains various computerized files, records and documents, including personnel files, timecards, etc.

Prepares meeting packets and approval letters; sends out notices of Planning Commission and City Council meetings; maintains meeting and appointment calendar; schedules meeting locations and notifies commissioners of meeting plans; coordinates the preparation of meeting agenda as required; publishes and posts meeting notices as required; maintains project files and makes revisions as required. Attends and facilitates workday and evening meetings; operates audio/visual equipment and systems;

takes minutes and transcribes hearings, meetings and correspondence, from digital recordings or handwritten minutes; organizes maps and necessary display materials; accepts applications and receipts filing fees. Performs related duties as required, including cross-training to cover for the Community Development Administrative Assistant.

• Education and Experience:
• Graduation from high school; plus one (1) year of specialized training related to above duties;

AND

• Four (4) years of responsible experience in secretarial duties, drafting, word processing or some other related field;

OR

• An equivalent combination of education and experience.
• Required Knowledge, Skills, and Abilities:

Considerable knowledge of modern office practices and procedures; of grammar, spelling and punctuation; of modern filing systems related to alphabetical and numeric files; personal computer operations and various program applications such as MS Word, Excel, PowerPoint, etc.; telephone etiquette, various office machines, i.e., copy machine, etc., administrative procedures; of legal processes associated with the maintenance of public records and documents; planning and zoning codes;

interpersonal communication skills, bookkeeping and basic accounting.

Skill in taking and transcribing dictation from handwritten notes or from recording equipment; computer keyboard operations.

Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions; communicate effectively verbally and in writing; establish and maintain effective working relationships with fellow employees, elected officials and other agencies of the public; perform general bookkeeping; establish and maintain comprehensive records and files; and perform duties in a prioritization environment.

Must be able to demonstrate proficiency in keyboard operations.

Work in this position is performed in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities, not generally involving muscular strain, such as walking, standing, stooping, sitting, reaching, talking, hearing and seeing. Rapid work speed required to perform keyboard operations. Common eye, hand, finger, leg and foot dexterity exist. Mental application utilizes memory for details, verbal instructions, emotional…