Planning & Community Development Administrative Assistant

About the Department

Job Summary
Performs intermediate skilled administrative support work to support Planning and Community Development staff, Board of Adjustment, Planning Commission, Heritage Preservation Commission, Port Authority, and other departments as needed. Work is performed under the moderate supervision of the Director of Planning & Community Development.

Position Duties

Essential Duties & Responsibilities

• Provide administrative support for the Director of Planning and Community Development, Board of Adjustment, Planning Commission, Heritage Preservation Commission, and Port Authority including attending meetings, taking minutes, agenda packet preparation, and additional correspondence.
  • Performs follow-up activities resulting from PC/BOA action on planning applications, i.e. recording documents with the County Recorder's office, maintain and update Land Usage section of City Code.
  • Prepares legal notices for publication, post and mails notices to neighboring parties when required.
• Provides general administrative support to the Planning & Community Development department and other departments as needed.
  • Maintains departments central data files of building permits, planning and administrative permit applications, and other land use records.
  • Sets up meeting video recordings for the Planning Commission and Board of Adjustment and has the ability to troubleshoot technical issues that may arise. 
• Provides customer service duties for the Planning department and City Hall. Field questions from the general public and direct public to the appropriate individual when applicable. This includes internal customer service amongst other departments as well.
• Acts as Permitting Clerk for the Planning and Community Development Department.
  • Receives permit applications and forwards to the appropriate department member.
  • Assists contractors and the public with permit applications.
  • Submits permit applications to department staff for approval of zoning compliance.
  • Tracks all pending and active permits to monitor status and informs staff of deadlines.
  • Maintains accurate database and hard copies and distributes copies of permits to county offices and state agencies.
  • Issues completed permits; contacts applicants and receives fees.
  • Maintains records of planning files, building and zoning permits, sign, demolition, moving, dumpster, and other permits.
• Maintains all land use records and minutes and sends resolutions to the County Recorder when appropriate and ensures all land use applications are closed out appropriately.
• Back up for the Utility Clerk.
•  City Hall front desk administrative duties such as managing room reservations, carpool records, providing direction to the general public and other staff, and ensuring the front doors of City Hall are working properly and locking and unlocking front door when appropriate.
• Performs other duties as assigned.

Minimum Qualifications

Requirements
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills, & Abilities
General knowledge of standard office practices, procedures, equipment and office assistance techniques; general knowledge of business English, spelling, and arithmetic; general knowledge of the organization and functions of the department and of general administrative policies and practices; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to type at a reasonable rate of speed; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor; thorough skill in the operation of personal computer equipment and related office software and hardware; ability to establish and maintain effective working relationships with associates and the general public.

Other Qualifications

Physical Demands & Working Conditions
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations might be made to enable individuals with disabilities to perform the essential functions.  
This work requires the occasional exertion of up to 25 pounds of force.  Work regularly requires sitting, speaking or hearing, and using hands to handle or feel, frequent repetitive motions and occasionally requires standing, walking, stopping, kneeling, crouching, reaching with hands and arms, pulling or pushing and lifting.  Work has standard vision requirements; vocal communication is required for expressing and exchanging ideals by means of spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines, and observing general surroundings. Work has no exposure to environmental conditions and is generally in a moderately noisy location (e.g. business office, light traffic).