Administrative Assistant - Planning

Job Title

Under general supervision of the Planning Director, performs a variety of complex secretarial and general office management duties for the Planning Department requiring skills of a technical and specialized nature; performs related works as required.

Essential Duties

Any one position may not include all of the tasks listed, nor do the examples necessarily include all of the tasks performed.

• Participates in a supporting role in the performance of all planning projects and studies
• Provides excellent customer service to the public via phone, email, or in-person. Directs communications to other Town staff as needed
• Schedules appointments for individual and group meetings
• Orders and tracks office supplies and other items
• Orders and picks up meals and other supplies using a town vehicle
• Prepares letters, spreadsheets, and presentation slides as needed
• Supports Planning Staff with the maintenance and organization of files, records, supplies, and other general office management tasks
• Distributes and collects Planning Department mail
• Maintains conference room reservations
• Prepares and issues public notices distributed in the newspaper, through physical mail, and posted on the Town website. Assists staff with other public hearing scheduling and project tracking responsibilities, as needed
• Maintains Planning Department website (training provided)
• Manages accounts payable for the Planning Department by processing invoices and credit card charges for payment. Periodically runs financial reports using MUNIS software
• Tracks maintenance records and requirements for Planning Department vehicle
• Substitutes for Town Clerk at Town Board of Commissioners meetings as needed
• Serves as Secretary to the Planning Board/Board of Adjustment and the Transportation Advisory Board; duties include the following: Prepares agenda and packet for all meetings, sets-up meeting room, attends all meetings, prepares official meeting minutes, corresponds with members via email and telephone, and related duties
• Maintains membership roster and other records, including meeting minutes, for two other advisory boards/committees (Architectural Review Board and Predevelopment Review Committee). Coordinates other administrative tasks and attends daytime meetings as needed
• Provides other administrative support to Planning Department staff
• Attendance at scheduled night meetings is required (approx. 2 per month)
• Performs other duties as required

Knowledge, Skills, and Abilities

• Proficient with the use of MS Office and Adobe Acrobat professional applications, and ability to learn similar programs and/or applications as needed
• Ability to write in a professional manner with thorough knowledge of sentence structure, English language vocabulary, grammar, and spelling
• Thorough knowledge of office management procedures
• Thorough knowledge of the essential duties as required by the Planning Department
• Ability to simultaneously manage multiple tasks of various levels of complexity
• Ability to make minor administrative decisions in accordance with laws, ordinances, regulations, and Town policies and procedures
• Ability to maintain a variety of complex clerical records and data and prepare reports or spreadsheets from said records
• Ability to provide exemplary customer service and deal tactfully and courteously with the public
• Ability to establish and maintain effective working relationships with other Town officials and employees
• Ability to work well independently and in a team environment as a leading or contributing member
• Ability to maintain a professional appearance and personal conduct

Education and Experience

Associates degree with courses in secretarial science, business practices, and/or office management, and specific courses and training as related to the requirements of the Planning Department. 2 to 3 years of experience in a secretarial and general office management capacity; or an equivalent combination of training and experience. Experience in local government is preferred.

Equipment Operated

Automobile, calculator, computer, copy machine, recorder, subdivision maps, and related equipment. Experience in the responsible use of Artificial Intelligence (AI) is preferred

Special Requirements

Possession of an appropriate valid driver's license. Possession of Notary certificate is preferred

Physical Demands

Work is primarily in an office environment but does require periodic use of a town vehicle for assignments

Special Note

The duties listed above are intended only as illustrations of the various types of work performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.