Washington County

Planning and Zoning Administrative Assistant

Wage: DOE 

Job Summary:

Planning and Zoning Administrative Assistant performs a variety of general administrative and legal process functions related to Planning and Zoning and the Building Services Department.

Duties Performed:  

Planning and Zoning Administrative Assistant assists the public with inquiries related to planning and zoning and building department matters either by phone or in person; compiles correspondence, forms and reports; maintains numerous comprehensive filing systems; initiates the building permit process, explains building permit and various land use application processes; assists with property addressing, schedules building inspections and appointments for the Building Official and the Planning and Zoning Administrator; submits expense claims for payment, responsible for collecting permit fees, receipts, and all other monies for delivery to the Clerk’s office. Assists in researching property titles; prepares legal notices for public hearings; prepares meeting agendas; attends and takes written minutes of all Planning & Zoning meetings; prepares notification letters for the P & Z Commission, landowners, and other interested parties. Submits expense requests for applicant statement payouts and P & Z member mileage claims. Obtains and records information related to inspections, permits and general planning and zoning practices. Performs other duties as assigned or needed.

Supervision Given:

None 

Supervision Received:

This position works under the general supervision of the Planning and Zoning Administrator.

Machines, tools, and equipment used:

Ability to operate a variety of office machines and a personal computer.

Working Conditions:

Works in a normal office environment, indoors, often sitting for extended periods of time, typing, filing or answering the telephone. This position often requires dealing with agitated or emotional people, either by telephone or in person. Normal work week of 37.5 hours between the hours of 8:30 a.m. and 5:00 p.m. Monday through Friday. Attending meetings after normal work hours is also required.

Physical requirements:

Tasks require a variety of physical activities, occasionally involving muscular strain, such as walking, standing, turning, stooping, sitting, reaching, talking, hearing and seeing. Mental application utilizes memory for details, emotional stability, discriminating thinking and guided problem solving. May be required to lift up to 30 lbs., such as files, cases of photocopy paper, etc.

Educational and Experience requirements:

Must possess a high school diploma or GED, and two (2) years work experience in a professional office setting. 

Special skills:

Requires high levels of composition, interpersonal, verbal, written communication, telephone etiquette. Ability to follow instructions accurately, complete assigned tasks and manage multiple projects in a timely manner. Must possess high-quality problem solving and goal-setting techniques. Must have excellent organizational, computer, and grammar/proofreading skills, and the ability to work well independently and as a team member. Be proficient in word processing; accurately type 40 wpm, operate various computer programs such as Outlook, Word, Excel, and other office related programs.

Applicants must possess the ability to maintain spreadsheets and record systems; communicate effectively, verbally and in writing; develop effective working relationships with professionals, legal personnel, supervisors, agitated/aggressive people, and the public. Must be able to work independently of supervision. Confidentiality and discretion required regarding communications and business issues. 

During initial probation period the applicant will be required to gain and become proficient in the knowledge of policies and practices governing planning and zoning laws and policies and building department processes. 

Training required after hiring:

Training courses and/or educational courses may be required as they become available.