Planning Assistant

Salary : $52,107.27 - $85,977.00 Annually
Location : County of Culpeper, VA
Job Type: Full Time
Job Number: 00648
Department: Planning & Zoning
Opening Date: 07/16/2026
Closing Date: 8/5/2026 5:00 PM Eastern
FLSA: Non-Exempt


Job Summary


Responsible for providing planning, research, and administrative support for the Planning Department. Plays a vital role in the day-to-day activities of the department by working to provide professional tasks to ensure the provision of efficient and effective services. This position is knowledgeable of policies and procedures in regard to the Planning and Zoning Department.

Job Functions

ESSENTIAL JOB FUNCTIONS

• Coordinates daily activities of offices, coordinates department projects and activities, monitors status of projects/workflow and troubleshoots problem situations, follows progress of assignments to other staff members as assigned, works to independently resolve problems and initiate appropriate action/response
• Provides administrative and specialized support for the department; Composes, types, or edits correspondences; keeps management informed of significant matters, messages, documentation, or other information; represents management at meetings as assigned
• Researches and compiles various statistical and/or administrative data using various sources; analyzes data and identifies trends; summarizes data and prepares reports.
• Assists Planning Director in conducting various special projects; oversees projects as assigned, and keeps Director informed of project issues, progress, and findings
• Coordinates departmental communications and conveys information as appropriate; serves as liaison with other County departments and governmental organizations.
• Coordinates and provides administrative support for Board of Supervisors meetings, Planning Commission meetings, Board of Zoning Appeals meetings, or other meetings; prepares meeting agendas, packets, presentation materials, etc., submits meeting notices to applicants, adjacent property owners or other individuals as appropriate; prepares legal advertisement and coordinates arrangements for meeting rooms, equipment, food/beverages, and supplies; records and transcribes meeting minutes, distributes meeting documentation, and maintains records
• Reviews, monitors, and processes all documentation relating to accounts payable, budget, purchasing, and financial records; makes recommendations as needed to meet needs of department
• Receives and reviews land use applications and forwards as appropriate
• Receives payment for application fees or other departmental fees/services; records transactions, issues receipts, and forwards revenues as appropriate; prepares daily reports for transmittal to Treasurer
• Maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff; processes travel reimbursements
• Establishes and maintains computerized and hard-copy file systems of departmental records
• Establishes and maintains all zoning permits
• Monitors, maintains and orders inventory of department forms and supplies
• Performs customer service functions, interprets codes and provides information to the public on routine issues, directs callers/visitors to other personnel as appropriate, responds to routine questions/complaints/inquiries and initiates problem resolution
• Communicates with supervisor, employees, other departments, etc. to coordinate work activities, review status of work, exchange information, or resolve problems.
• Prepares draft minutes, finalizes adopted minutes, and maintains minutes per the Virginia Library of Congress under the Virginia Public Records Act.

NON-ESSENTIAL JOB FUNCTIONS

• Performs a variety of clerical and administrative functions
• Provides assistance to other employees or departments as needed
• Performs notarization of documents as needed
• Advises Planning Director and Zoning Administrator on community relations issues and assists with organizational outreach; obtains information from other department or agencies as requested
• Performs related duties as directed

Qualifications

Education and Experience:
Education equivalent to a high school diploma supplemented by 1 year of experience and/or training involving office management, bookkeeping, secretarial work, planning/zoning office operations, meeting coordinator, records management, and personal computer operations

Special Qualifications:
Must possess satisfactory results of a criminal history background check. Must possess and maintain a valid Virginia driver's license.

Knowledge, Skills, and Abilities:

• Considerable knowledge of the policies, procedures, and activities of the County and of planning/zoning practices
• Considerable knowledge of secretarial and office management practices, and of the operation of standard office machines and equipment used within the department
• Knowledgeable and proficient with computers and with software programs typically used within the position
• General knowledge of accounting principles, bookkeeping practices, and related procedures
• Has knowledge of principles and practices associated with planning/coordinating meetings
• Ability to stay abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities
• Knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position
• Ability to assemble information and make written reports and documents in a concise, clear, and effective manner
• Ability to use independent judgment and work with little direct supervision as situations warrant
• Mathematical ability to handle required calculations using percentages and decimals
• Ability to read, understand, and interpret financial, technical, and computer reports and related materials
• Ability to provide the highest level of customer service
• Ability to effectively communicate and interact with supervisors, officials, members of the general public, and all other groups involved in the activities of the department
• Ability to exercise tact and discretion in handling confidential personnel information

Working Conditions & Disclaimer
PHYSICAL DEMANDS

This position classifies the physical exertion requirements as moderate. Tasks involve the ability to exert moderate, though not constant, physical effort typically involving some combination of stooping, kneeling, crouching, and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds). Requires visual perception and discrimination. Ability to distinguish sounds, colors, and odors.

W ORK ENVIRONMENT

Essential functions are regularly performed in an office setting.


Disclaimer The above information in this description has been designed to indicate the general nature and level of work performance by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications as required of employees assigned to this job. In compliance with the Americans with Disabilities Act, Culpeper County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.


General Sign-off: The employee is expected to adhere to all County policies and to act as a role model in the adherence to the policies.
The above information in this description has been designed to indicate the general nature and level of work performance by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications as required of employees assigned to this job.
Culpeper County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Culpeper County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
COUNTY OF CULPEPER BENEFITS
Full-time employees have access to a wide variety of benefits, including medical, dental, retirement, life insurance, optional life and disability insurance plans, flexible spending accounts, and a deferred compensation program.
RETIREMENT As a condition of full-time employment, each individual is enrolled in a retirement plan with the Virginia Retirement System that provides a monthly benefit to all retirees for life. VRS Plans 1 and 2 and the VRS Enhanced Hazardous Duty plans are defined benefit plans. The VRS Hybrid plan consists of both a defined benefit plan and a defined contribution plan.

All individuals are required to contribute 5% of their gross salary to their retirement account each month as a condition of employment.
LIFE INSURANCE The County of Culpeper provides a basic life insurance plan for all eligible employees. The coverage amount is an employee's annual salary, rounded up to the next highest thousand, then multiplied by 2. The County pays 100% of the cost of this benefit. Additional coverage may be purchased.
MEDICAL INSURANCE The County offers two (2) medical plans: an HMO & an HSA.
DENTAL INSURANCE The County offers three comprehensive dental plans for employees and their eligible dependents.
HOLIDAY/VACATION/SICK ACCRUALS The County follows the state calendar for paid holidays. Vacation and sick accrual depend on the agency, office, or department in which an individual is employed.
PAY FOR PERFORMANCE The County currently utilizes a merit pay system to determine employee salary increases. This does not apply to Culpeper Human Services.
SHORT TERM DISABILITY The County offers basic income protection in the event an employee is unable to perform the essential functions of his or her position. The County pays for this coverage for all VRS members.
LONG TERM DISABILITY The County also offers additional income protection that will continue beyond the short term disability period until an employee is able to return to work or reaches retirement age. This coverage is provided for a nominal cost to employees covered under VRS Plans 1 and 2 and the VRS Enhanced Hazardous Duty plan. This coverage is provided at no cost to all employees covered under the VRS Hybrid plan.


VOLUNTARY INSURANCE PROGRAM The County offers voluntary insurance programs through a variety of insurance carriers. These include:

Accident Plan
Cancer Plan
Whole Life Insurance
Critical Illness Plans
FLEXIBLE SPENDING ACCOUNT The County offers a Flexible Spending Account (FSA) that allows employees to set aside up to $2,500 annually, on a pre-tax basis via payroll deductions, to pay for eligible medical, dental, or vision expenses. The IRS regulates this program and runs concurrently with the benefit plan year.
DEPENDENT CARE ASSISTANCE PROGRAM The County offers a Dependent Care Assistance Program that allows employees to set aside up to $5,000 annually, on a pre-tax basis via payroll deductions, to pay eligible dependent care expenses. The IRS regulates this program and runs concurrently with the benefit plan year. Open enrollment is held annually.
DEFERRED COMPENSATION The County offers a 457 as another alternative to set aside money for retirement.
This employer uses E-Verify
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