SSS VI - Planning Department

Advanced-Level Support Staff Position

The Planning Commission is seeking to fill an advanced-level Support Staff position that provides senior administrative support to the department. This position requires superior organizational, interpersonal, computer, and word processing skills. Duties include administrative support of the county's municipal planning grant program; tracking state-mandated departmental reviews; preparing monthly board mailings; scheduling meetings and events; word processing and document production; maintaining databases; preparing invoicing for grants and contracted services; performing receptionist duties, and other administrative assistance as needed. This position offers the opportunity for a hybrid schedule, working both in the office and remotely. The successful candidate will possess a minimum of a high school diploma and one year of office experience; an Associate's degree and two years of job-related experience is preferred. The candidate must demonstrate strong verbal and written communication skills, excellent organizational abilities, and the capacity to effectively manage multiple priorities. Advanced competency in Microsoft Office products, including Word and Excel, is required. Experience facilitating meetings on remote platforms such as MS Teams and Zoom is a plus. The ideal candidate will be adaptable in a fast-paced, evolving work environment, able to pivot priorities as needed while maintaining composure, and work effectively as part of a collaborative team.

Essential duties include:

• Receptionist duties (answer phones, greet visitors, direct inquiries and correspondence).
• Word Processing and data entry (prepare, update and distribute lists, compose and proofread correspondence).
• Provide miscellaneous administrative support (file maintenance, research, etc.).
• Filing (ability to file alphabetically and numerically).
• Maintain databases, logs and spreadsheets and create reports.
• Clerical duties (assist with mailings, faxing, copying, printing, etc.).
• Open, sort and distribute mail.
• Perform special projects, as assigned.
• Perform other duties, tasks and office functions, as required.

Planning Department responsibilities include:

• Assist Division Directors and planning staff with mailing, copying, collating, word processing.
• Provide administrative support as needed for department contracts.
• Coordinate submission of review letters, contract cover letters and contracts for signature of Executive Director.
• Schedule coordination meetings for various divisions/employees in the Planning Commission.
• Prepare correspondence to municipalities and other agencies on planning, plan contracts, invoices and DEP reviews.
• Maintains department calendars (van, zoom, rooms, events).
• Maintains the General Mailing System for municipal contacts.
• Provide administrative event planning support and coordination, including virtual and hybrid events.
• Attend and run administrative support for identified board meetings, including virtual and hybrid meetings.
• Prepare minutes for identified board meetings.
• Maintain the filing organization of the Vision Partnership Program municipal grant files.
• Assist with preparing monthly board mailings.
• Provide technical assistance to the planner for Ag Security Area (ASA) reviews.
• Provide technical assistance to the Demographer for tracking open space and other tasks as assigned. Coordinate supply orders for special projects such as multi-municipal plan presentations and draft documents, trail and open space mapping, and other specialized work of the division planners.
• Coordinate with staff for monthly municipal contract mailings. Prepare copy-ready documents (plans, ordinances, maps) for duplication, printing and binding.
• Interact with other division staff to coordinate projects.
• Perform data entry for public opinion surveys as needed.
• Provide backup to the Act 247 plan review section for endorsing plans, inquiries, and entering planning information into the EnerGov system for processing.

Qualifications/Preferred Skills, Knowledge & Experience:

• High School Diploma or General Education Degree (GED), two years of general office experience, or any equivalent combination of experience and education.
• Accurate and detail oriented with excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Ability to use all office equipment.
• Strong organizational and time management skills.
• Proficiency in grammar and spelling.
• Basic mathematical skills.
• This position may require a general understanding of human resource guidelines.
• Ability to work effectively with people from diverse backgrounds.
• Ability to establish priorities and remain focused on daily operations
• Ability to follow office protocols to handle and resolve recurring problems.
• Ability to use common sense understanding to carry out verbal or written instructions.
• Flexible and adaptable to change with an ability to carry multiple tasks to completion.
• Exhibits a strong work ethic and a willingness to learn new tasks.
• Professionalism, integrity, and honesty with an ability to handle confidential matters

Preferred Skills, Knowledge & Experience:

• Associate's degree in office administration, or related field.
• Excellent ability to establish priorities, work independently, and proceed with objectives with minimal supervision.
• Three or more years of job-related experience.
• General knowledge and understanding of County of Chester policies and procedures.

Additional Information:

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy. Computer Skills: To perform this job successfully, an individual should have:

• Intermediate to Advanced Office Suite Skills, (Word, Excel, PowerPoint, and Explorer)
• Basic to Intermediate OutLook skills (Email and Calendar)
• PeopleSoft skills (Financial and/or HR) or the ability to learn PeopleSoft
• Basic knowledge and skills of Westlaw (courtroom system software)
• Advanced Adobe Acrobat skills or other redaction software

Physical Demands: While performing the duties of this position, the employee is frequently required to stand, walk and sit; bend at the waist; and talk or hear. Occasionally, the employee will need to reach or work with arms above shoulder height; kneel, stoop, crouch or squat; crawl; climb stairs; climb or work on a ladder; twist or rotate at the waist while working; push, lift or carry items; work with office machinery; and drive a vehicle. On rare occasions, the employee will need to work with an uncommon level of noise. There are no specific vision requirements listed for this position.

Work Environment: The noise level in the work environment is usually quiet to moderate. Will work inside 100% of the time.

Other: Must be able to remain courteous and maintain composure under stressful situations. A valid driver's license may be required.