DEFINITION
To perform responsible and confidential administrative secretarial duties for the Public Works Department with supervision from the Director of Infrastructure Services and the Director of Development Services; to perform a variety of administrative and office duties; to perform a variety of department related secretarial/clerical duties of a specialized or technical nature with particular focus on zoning and permitting tasks; to perform related work as required.
As needed, perform a variety of duties related to the zoning, subdivision and other related development ordinances and provide support to the Planning and Zoning Commission. This position will maintain and enforce the zoning ordinance and land use policies; communicate effectively and courteously with the public and other City employees in person, in writing and on the telephone; and perform other related work as needed.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Director of Infrastructure Services and the Director of Development Services. No Managerial Responsibilities.
ESSENTIAL FUNCTION STATEMENTS
Essential duties may include, but are not limited to, the following:
Essential Functions:
Provides administrative support to the Director of Development Services and the Director of Infrastructure Operations.
Receives and screens telephone calls and visitors; provides information to City personnel and members of the general public, in person or by telephone. Works ona regular basis with other City employees, the public, other City departments and department heads/managers, varied groups and their representatives.
Assists customers in the office; provides information to the general public; responds to customer inquiries or complaints.
Receives payments for the City including permits and contractor registrations; posts payments received; balances daily proceeds and receipts.
Prepares reports and charts for the assigned department staff; composes correspondence and prepares other documents independently; reviews and checks documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
Prepares monthly, quarterly and yearly summaries of assigned department activities; collects and compiles statistical and financial data and other information for inclusion into special and/or periodic reports.
Answers routine telephone inquiries related to assigned area of responsibility; responds to general questions, or routes call to appropriate person.
Operates a personal computer, printer, applicable software and scanner to produce a variety of correspondence, memoranda, reports and other materials; prepares or assists in the preparation and distribution of notices, applications and other documents.
Performs a variety of specialized clerical duties and other tasks related to the functions of the department to which assigned.
10.Administers the Citys subdivision, zoning and other related development ordinances; conducts research and analysis in relation to the administration of development activities; performs a variety of duties associated with land use and zoning ordinances.
11.Reviews site plans, plats, and drawings to determine compliance with applicable Federal, State and local laws, codes and regulations; identifies developing properties and provides appropriate enforcement of the Subdivision ordinance.
12.Answers questions and provides planning and zoning information to the public, developers, property owners, and other agencies and City departments regarding zoning issues; receives zoning applications, checks for completeness, and makes recommendations to the Planning and Zoning Commission.
13.Schedules and coordinates meetings, appointments, and events.
14.Attends Planning and Zoning Commissions, Zoning Board of Adjustment, Capital Improvements Advisory Committee and other committee, commissions and board meetings as scheduled.
15.Assists with the preparation of agenda items for the City Council, Planning and Zoning Commission, Zoning Board of Adjustment, Capital Improvements Advisory Committee and other committees, commissions and boards as needed.
16.Prepares board packets, takes minutes and maintains records for the Planning and Zoning Commission, Zoning Board of Adjustment, Capital Improvements Advisory Committee and other committees, commissions and boards as needed.
17.Works with developers and citizens on subdivision, zoning, and development related complaints with applicable ordinances, statutes and in conformity with standards, specifications and assurance of quality control; advises and assists the public onroutine matters related to zoning regulations and permit procedures in the Development Services office.
18.Accurately completes necessary paperwork in a timely manner.
19.Monitors plan activity, tags and routes plans; reviews plans at intake for completeness; coordinates processing with other departments and applicant; distributes permit copies; and maintains paper and computer files.
20.Processes permits following work completion; receives plans and performs minor plan checks.
21.Maintains files regarding inspection and plan check activities and findings.
22.Attends work regularly as scheduled and remains alert at all times.
23.Handles confidential information with discretion and integrity.
24.Participates in city committees.
25.Performs related duties and responsibilities as required.
Marginal Functions:
Performs related duties and responsibilities as required.
May lift and carry boxes of files and other items weighing 30 pounds or less.
QUALIFICATIONS
Knowledge of: Strong verbal and written communication skills.
Excellent organizational and time management abilities.
Ability to work independently and collaboratively with a small team.
Modern office procedures, methods and equipment.
Basic mathematics necessary for calculating and receiving payment of fees.
Record keeping and filing procedures.
English usage, spelling, grammar and punctuation.
General office practices and procedures.
Business letter and report writing.
Computer applications as they relate to areas assigned.
Methods and practices of financial, statistical, office and general record keeping and reporting.
Skills:
Present good interpersonal and communication skills.
Ability to cope with stressful situations.
Inclined to accuracy, efficiency and courtesy toward the public and other city employees.
Ability to:
Perform highly responsible secretarial and clerical work involving the use of independent judgment.
Learn, interpret and apply departmental policies, laws, rules and regulations.
Use good judgment and make sound decisions in accordance with established procedures and policies.
Compose correspondence independently.
Communicate clearly and concisely, both orally and in writing.
Bilingual is highly preferred.
