Planning Clerk

Position Overview Salary Range: $25.8917 - $31.4075/hour. Salary reflects Step 1 and Step 4 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training. Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional night and weekend meetings Required Application Attachments: Cover Letter Resume Job Summary: Under direction of the Planning Division Manager, to perform a variety of highly responsible, financial and complex office operations and administrative duties in support of the Planning Division and activities of the Billings Metropolitan Planning Organization to assist in planning, organizing, and coordinating support activities, operations, and functions related to the assigned office; assists the public on fundamental zoning and subdivision inquires; and provides general information and assistance to staff and the general public. Scope of Responsibility: Makes routine choices within established procedures, with readily available supervision, where positive and negative impact directly or indirectly affects the function and output of the work unit or team, with some financial impact. Requires frequent interaction to provide basic information and/or occasional interaction requiring detailed procedural explanations or technical responses, where relationships involve cooperation within the overall organization and/or directly interfacing with individual customers or vendors. Essential Duties and Responsibilities Division Operations Receive zoning and subdivision applications and reviews for completeness; prepare and maintain accurate files on all projects; prepare and deliver legal advertisements; and distribute application materials to appropriate sources. Attend to and manage administrative details not requiring the immediate attention of assigned staff members; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports in support of the Planning Manager, PCSD Director and Division. pertaining to standard policies. Perform responsible and difficult office operations and administrative work involving the use of independent judgment and personal initiative; perform varied and responsible secretarial duties to assist in the processing and completion of administrative operations for assigned staff. Serve as a primary resource and information source regarding Division and Department policies, procedures, objectives, and operational functions; receive and interview office visitors and telephone callers; answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer caller to appropriate source as necessary. Maintain and account for limited office funds including petty cash fund. Assist in budget reporting and support annual budget planning as requested by the Division Manager. Prepare vendor records, process completed contracts, prepare invoices and other routine division-level accounting tasks. Analyze situations and make appropriate decisions without immediate supervision. Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge. Boards and Commission Support Participate in board meetings by noticing, preparing and distributing board agendas and documents, taking meeting minutes, and ensuring accurate records of board proceedings are maintained. Records and Database Management Process all planning public records request and coordinate with other divisions as required. Work with the City Clerk's office to maintain the Planning Division's records retention schedule. Complete scanning, archiving and indexing of historical record sets. Metropolitan Planning Organization (MPO) Administration Upper-level budgeting and accounting which includes but is not limited to producing fringe reports, quarterly reports for review and approval by the State of Montana, and records of other direct billing items. Electronic Review Software Management Act as a liaison between Planning Division staff and IT for software workflow configuration needs. Assist customers with electronic submission account setup including troubleshooting and assist customers with online submittal process. Perform other duties as assigned. Qualifications and Skills Required Qualifications and Skills: Specialized training beyond high school that can be obtained in one (1) year or less supplemented by specialized secretarial course work in office practices, office operations, and management or business administration Three (3) or more years of related work experience Must have strong interpersonal skills, the ability to work as part of a team work unit, the ability to work accurately with numbers, produce financial information, and hold advanced computer and software skills Preferred Qualifications and Skills: Associate's degree or equivalent coursework in business, finance, or related field Experience with city government and knowledge of the operations of a Metropolitan Planning Organization Physical Demands and Working Conditions Work is in a normal office environment. Working conditions require moderate physical effort, moving between 5 and 25 pounds, where effort is intermittent, less than 15% of the time. Working conditions require high attention to detail or deadlines frequently (between 45% and 70% of the time). A typical workday involves exposure to one disagreeable element present, in moderate intensity, on an intermittent basis (less than 15% of the time). Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities. Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise. The City retains the discretion to add duties or change the duties of this position at any time. Benefits The City of Billings offers a complete benefits package to our full-time employees including medical, dental, and vision insurance, retirement/pensions, paid holidays, vacation and sick leave. The City offers life and long term disability insurance to all full-time employees. Optional plans are available for employees that include health savings account, flexible spending account, and 457 deferred compensation accounts. To learn more details, visit the link below. Benefits-at-a-Glance