Administrative Specialist- Planning & Zoning

Town of Vienna

Administrative Specialist
- Planning and Zoning Department

Pay Grade 118: $65,322-$105,169

Bring your administrative expertise, tech savvy, and passion for public service to our Planning and Zoning team! The Town of Vienna is seeking an Administrative Specialist who is ready to take initiative, solve problems, support Town boards, and deliver top‑notch customer service. If you enjoy work that’s diverse, detail‑oriented, and central to keeping Town operations running smoothly, this is the opportunity for you.

Provides excellent customer service in person, by phone or by email. Primary person for coverage at the front desk of the department and for answering the general department telephone number.

Answers questions and provides information about departmental functions and services and/or refers inquiries to other staff or agencies, as appropriate. Assists customers by answering questions and providing information regarding application materials submitted to the department.

Conducts intake and preliminary review of and materials submitted for permits and other approvals (via electronic plan review software), to route the application to the appropriate reviewer(s) and to determine the application fees.

Requires strong computer skills utilizing Microsoft Office software products, especially Outlook and Word. Knowledge of Excel is not essential but would be helpful. Has the ability to learn a variety of other job‑specific computer‑ or Internet‑based applications.

Types correspondence, invoices, statements, reports and other materials from copy or notes; composes and types memos, letters, forms, notices, and other materials.

Processes department paperwork, orders office supplies, schedules meetings and training for staff and board members, arranges for food and lodging, and prepares mailings.

Manages information archiving; files documents in both hard and electronic copy form; creates project files and folders, including in digital archiving systems.

Maintains familiarity with current Standard Operating Procedures, Administrative Regulations and purchasing policies and procedures.

Processes invoices, purchase orders, reimbursements, procurement documentation, and bill payments in accordance with Town purchasing policies and procedures.

Monitors departmental expenditures and account balances. Learns the Town’s financial software system and manages/tracks financial information. Identifies discrepancies or issues requiring supervisory review.

Coordinates with the Finance Department, vendors, consultants, and Town staff regarding purchasing, payment processing, account information, procurement requirements, and related administrative matters.

Maintains familiarity with current purchasing policies, financial procedures, budget practices, and related administrative regulations and procedures.

Assists the Director and Deputy Director with departmental budget preparation, budget monitoring, and financial administration activities.

Provides Clerk functions in support of assigned boards, commissions, committees, and public meetings, including occasional evening meetings as assigned.

Assists with preparation and administration of meetings, including preparation and distribution of agendas, packets, supporting materials, notices, and related documents.

Posts agendas, public notices, and meeting materials to the Town website and other required platforms in accordance with Town procedures and legal requirements.

Ensures that legal advertisement and public notice requirements are met, including coordination with the Town Clerk, newspapers, applicants, staff, and other agencies as necessary.

Coordinates meeting logistics and preparation activities, including attendance records, agenda materials, presentation setup, and related administrative support functions.

In coordination with the staff liaison and board or commission Chair, assists with monitoring meetings for adherence to established procedures, attendance tracking, motions, votes, and related meeting actions.

Prepares meeting summaries, minutes, decision orders, correspondence, and related…