Administrative Assistant - Zoning

Job Summary

Performs administrative and technical level work in a variety of responsible administrative, accounting, and customer service duties requiring the exercise of independent judgment in assisting department managers and supervisors. Schedules appointments, arranges meetings and workshops; compiles the appropriate agenda, records, reports or visual aids; and maintains basic bookkeeping records. Maintains departmental files requiring considerable knowledge of program policies and functions. Work is primarily performed in an office setting, with monthly night meetings required.

Job Description

ESSENTIAL DUTIES

• Provides administrative and technical support to the division, including assisting supervisor and other staff with requests, provides information related to Planning & Zoning programs, receives applications and screens for completeness, collects money, issues receipts, receives mail, schedules appointments and inspections, assists people in searching files for information, and other related tasks. 

• Responds to diverse and complex telephone, written, and oral inquiries from the general public and county employees related to department programs and services and answers technical questions from customers about planning and zoning. 

• Prepares information packets for the various Scott County Boards and Commissions in a time-sensitive, deadline-driven environment, including Request for Board Actions (RBAs) and resolutions. 

• Attends various meetings as needed, requested, or required and may record notes, minutes, agendas, notices, etc. (i.e., Development Review Team (DRT). 

• Maintains multiple databases, keying relevant data and information into various systems (permits, variances, rezoning, etc.). 

• Acts as the "webmaster," adding, editing, maintaining, and updating information on the Scott County website. 

• Assists with accounting and financial matters of the departments. Works collaboratively with others to create and enhance financial systems to meet service needs. 

• Codes invoices, procurement card statements, and cash receipts in a multi-accounting unit, activity based financial environment; finds and corrects any coding errors.

• Assists the Zoning Administrator in establishing and maintaining all planning action escrows, including creating the account in CityView, collecting and processing payments, sending out monthly invoices, answering questions related to escrows, and refunding any remaining funds when the project is complete. 

• Collects data and compiles information for required reports; explains reported data and distributes reports as needed. 

• Distributes legal documents to attorneys, property owners, public officials, and developers. 

• Researches, composes, and prepares various documents (e.g., letters, reports, forms, legal documents, public hearing notices, etc.) as required. 

• Records and maintains complex records and statistics and prepares reports from such information; exercises independent judgment to analyze, rearrange, expand, segregate, tabulate, and perform spreadsheet or database operations on computers. 

• Processes per diem and mileage reimbursement requests for Board of Adjustment/Planning Commission members. 

• Receives and reviews deeds from the Land Records/Taxation Department related to property splits and reviews for completeness applications for administrative subdivisions. 

• Performs radius searches in GIS for various applications for County Departments. 

• Manages, organizes, and works on special projects at the discretion of the Planning & Resource Management Director, managers, and supervisor. 

• Works the hours and/or shifts assigned and begins and ends work on time. 

• Performs other related duties as required or assigned.

MINIMUM QUALIFICATIONS
Requires equivalency of high school graduation, one year of post-secondary education or training, and two years of progressively responsible clerical work/experience.

PREFERRED QUALIFICATION(S)

Preference given for a bachelor's degree and/or work experience in Planning and Zoning environments. Advanced level expertise in working with MS Office, SharePoint, and CityView permit software applications is highly desired. Mathematical abilities are required for performing job duties. A reliable form of transportation for the performance of work responsibilities is required.

SUPERVISORY CONTROLS
The employee is under general guidance and direction from the Zoning Administrator. Work is performed according to established guidelines and general instructions. The employee uses independent judgment in setting priorities and in choice of procedures to follow. Work is periodically checked for conformance with established policies and requirements.

CORE COMPETENCIES AND ABILITIES
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of county policies, procedures, rules, statutes, and ordinances related to program area.
 
Knowledge of modern public or business procedures and practices.
 
Knowledge of basic bookkeeping practices.
 
Knowledge of the political structure and organization of township, county, state, and federal agencies.
 
Knowledge of English spelling, punctuation, and grammar and ability to compose letters and correspondence.
 
Knowledge of the operation of office machines such as copiers, fax machines, PCs, etc.
 
Knowledge of electronic and hard copy records management and forms control.
 
Knowledge of various software packages including spreadsheets, graphics GIS, and permitting software.
 
Knowledge of effective communication media, tools, and practices.
 
Abilities – Ability to make independent decisions concerning choice of procedures to follow; ability to work independently without close supervision.
 
Ability to maintain complex support records/information and prepare reports from such records information, including the ability to read legal descriptions.
 
Ability to deal tactfully and efficiently with a wide variety of people, both staff and the public.
 
Ability to establish and maintain effective professional working relationships with county officials, employees, and the public.
 
Ability to understand and follow complex oral and written instructions.
 
Ability to use MS Office software, specifically SharePoint, for the performance of essential duties.

Ability to use various software packages including CityView (Planning permit management software) and a working knowledge of ArcView Geographic Information Systems.
 
Ability to use appropriate discretion in dealing with matters of a confidential nature.
 
Ability to compose and maintain correspondence, minutes, and legal records.
 
Ability to type accurately from rough draft, voice recordings, and other sources.
 
Ability to maintain accurate and organized records.
 
Ability to work in a team environment.
 
Ability to create work plans and meet timelines.
 
Ability to make independent decisions concerning choice of procedures to follow; ability to work without close supervision.
 
Ability to make difficult computations accurately in a timely manner.
 
Ability to communicate effectively both orally and in writing.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting.

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions.  Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.