Administrative Specialist- Planning & Zoning

Administrative Specialist- Planning and Zoning Department

Town of Vienna Administrative Specialist- Planning and Zoning Department Pay Grade 118: $65,322-$105,169

Bring your administrative expertise, tech savvy, and passion for public service to our Planning and Zoning team! The Town of Vienna is seeking an Administrative Specialist who is ready to take initiative, solve problems, support Town boards, and deliver top-notch customer service. If you enjoy work that's diverse, detail-oriented, and central to keeping Town operations running smoothly, this is the opportunity for you.

Under general supervision of the Deputy Director of Planning and Zoning, this position serves as a primary staff member responsible for general administration, customer service, intake of applications, financial administration, budget tracking, records management, clerical support in preparation for and during public meetings, public notifications, and related operational functions. Work involves independent judgment, attention to detail, coordination with multiple staff members within and outside of the department, and staff at agencies outside of the Town of Vienna government; and management of sensitive or time-sensitive information and processes. Performs related work as assigned.

Work Schedule: Monday through Friday 8:00 AM - 4:30 PM Night Meetings 2x a Month All new employees must satisfactorily complete a background check. A conditional offer of employment may then be made contingent upon the successful completion of a drug test. This is a non-exempt position

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary. Essential Functions Administrative: Provides excellent customer service in person, by phone or by email. Primary person for coverage at the front desk of the department and for answering the general department telephone number. Answers questions and provides information about departmental functions and services and/or refers inquiries to other staff or agencies, as appropriate. Assists customers by answering questions and providing information regarding application materials submitted to the department. Conducts intake and preliminary review of and materials submitted for permits and other approvals (via electronic plan review software), to route the application to the appropriate reviewer(s) and to determine the application fees. Requires strong computer skills utilizing Microsoft Office software products, especially Outlook and Word. (Knowledge of Excel is not essential but would be helpful.) Has the ability to learn a variety of other job-specific computer- or Internet-based applications. Types correspondence, invoices, statements, reports and other materials from copy or notes; composes and types memos, letters, forms, notices, and other materials. Processes department paperwork, orders office supplies, schedules meetings and training for staff and board members, arranges for food and lodging, and prepares mailings. Manages information archiving; files documents in both hard and electronic copy form; creates project files and folders, including in digital archiving systems. Maintains familiarity with current Standard Operating Procedures, Administrative Regulations and purchasing policies and procedures. Budget and Financial Management: Processes invoices, purchase orders, reimbursements, procurement documentation, and bill payments in accordance with Town purchasing policies and procedures. Monitors departmental expenditures and account balances. Learns the Town's financial software system and manages/tracks financial information. Identifies discrepancies or issues requiring supervisory review. Coordinates with the Finance Department, vendors, consultants, and Town staff regarding purchasing, payment processing, account information, procurement requirements, and related administrative matters. Maintains familiarity with current purchasing policies, financial procedures, budget practices, and related administrative regulations and procedures. Assists the Director and Deputy Director with departmental budget preparation, budget monitoring, and financial administration activities. Clerk: Provides Clerk functions in support of assigned boards, commissions, committees, and public meetings, including occasional evening meetings as assigned. Assists with preparation and administration of meetings, including preparation and distribution of agendas, packets, supporting materials, notices, and related documents. Posts agendas, public notices, and meeting materials to the Town website and other required platforms in accordance with Town procedures and legal requirements. Ensures that legal advertisement and public notice requirements are met, including coordination with the Town Clerk, newspapers, applicants, staff, and other agencies as necessary. Coordinates meeting logistics and preparation activities, including attendance records, agenda materials, presentation setup, and related administrative support functions. In coordination with the staff liaison and board or commission Chair, assists with monitoring meetings for adherence to established procedures, attendance tracking, motions, votes, and related meeting actions. Prepares meeting summaries, minutes, decision orders, correspondence, and related records resulting from assigned meetings and maintains official meeting files and archives in accordance with Town records retention requirements. Coordinates and communicates with Town staff, board and commission members, applicants, consultants, and members of the public regarding meeting schedules, materials, procedural requirements, and administrative processes. Additional Duties Assists with responding to Freedom of Information Act (FOIA) requests, including retrieval of records to provide responses to FOIA requests; and related administrative support activities. Notarizes documents as appropriate, if designated as a Notary Public. Maintains confidentiality of sensitive information and records in accordance with Town policies and applicable laws and regulations. Performs related work as assigned. Responsibilities, Requirements and Impacts Data Responsibility: Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations. Gathers, organizes, analyzes, examines or evaluates data or information and may prescribe action based on these data or information. People Responsibility: People include co-workers, workers in other areas or agencies and the general public. Interacts cooperatively with Town of Vienna co-workers, within the department and within other parts of the Town government. Provides high-level customer service to the department's and Town's various customers, who include the general public and members of boards and commissions. With a friendly and welcoming demeanor, provides accurate information, calls on co-workers for assistance as needed, and refers customers to other parts of the Town or elsewhere as appropriate. Asset Responsibility: Asset responsibility refers to the responsibility for achieving economies or preventing loss within the organization. Ensures that the finances in the department are managed responsibly and within authorized budgets and proactively raises issues with supervisors when there are any questions or concerns. In coordination with the Director and Deputy Director, ensures that department equipment and resources are used responsibly and only for legitimate Town purposes. Mathematical Requirements: Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems. Uses basic arithmetic and algebra. Communications Requirements: Communications involves the ability to read, write, and speak. Reads and understands emails, memoranda and other written communications. Reads technical instructions, procedures manuals and charts to solve practical problems, such as assembly instruction for tools, routine office equipment operating instructions Composes routine reports and specialized reports, forms, and business letters, with proper format. Speaks using normal grammar and word form. Communicates orally and in writing with staff, board/commission members and the public in a welcoming and open manner reflecting the Town's and the department's high priority on customer service. Judgment Requirements: Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions. Responsible for making good decisions based on evidence and clear thinking. Such decisions are a regular part of the position and affect individuals, co-workers and members of the public who depend on information from the department and the services provided by the department. Complexity of Work: Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job. Performs skilled work involving rules/systems with almost constant problem solving; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure. Impact of Errors: Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals. The impact of errors is moderately serious affects work unit and may affect other units or citizens. Physical Demands: Physical demands refer to the requirements for physical exertion and coordination of limb and body movement. Performs sedentary work that involves walking or standing some of the time, involves exerting up to 10 pounds of force on a regular and recurring basis, or sustained keyboard operations. Equipment Usage: Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products. Handles or uses machines, tools, equipment or work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items. Unavoidable Hazards: Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken. Involves routine and frequent exposure to bright/dim light, dusts and pollen. Safety of Others: Safety of others refers to the level of responsibility for the safety of others, either inherent in the class or to ensure the safety of the general public. Requires responsibility for the safety and health of others.

Minimum Training and Experience

Requires High School graduation or equivalent. Requires three to five years of full-time administrative support, office administration, financial administration, records management, local government support, or closely related experience. Preferred Qualifications:

• Coursework, specialized training, or an associate degree in Business Administration, Public Administration, Office Administration, Accounting, Finance, Communications, or a closely related field.
• Experience involving budget tracking,