Planning Administrative Assistant

Administrative Assistant

Performs complex administrative work to ensure the thorough and timely flow and recordation of applications and other items to the Planning Commission and Board of Zoning Appeals. Performs responsible administrative work in support of the functions in the Department of Planning. Requires the ability to make independent decisions and decision-making on procedures and operations. Job performance requires occasional night and weekend work. Performs other duties as assigned.

Essential Job Functions :

• Processes Planning Commission and Board of Zoning Appeals applications which includes assigning file numbers, distributing copies to staff, distributing comment sheets to appropriate departments and offices and sending out letters to adjoining property owners.
• Prepares Planning Commission, Board of Zoning Appeals and Board of Supervisors meeting packets as needed.
• Prepares agendas for Planning Commission, Board of Zoning Appeals, and department meetings.
• Prepares and submits Planning Commission, Board of Zoning Appeals and Board of Supervisors legal ads to the appropriate media.
• Attends and records Planning Commission and Board of Zoning Appeals meetings.
• Prepares written minutes for Planning Commission, Board of Zoning Appeals, and other committees as needed.
• Sets up and schedules all facets of the Planning Commission and Board of Zoning Appeals meetings to include location, equipment, supplies, notices, and special meeting needs
• Monitors department processes to ensure timeliness of items and workflow.
• Assists with daily office tasks such as mail, supply orders, and building maintenance requests to fulfill office demands.
• Screens visitors and telephone calls for the department, answering inquiries or referring questions to the appropriate person.
• Creates documents, reports, procedures manuals, tables, and graphs as necessary.
• Assists with updates and upkeep of internal documents and forms.
• Compiles data and creates reports as assigned.
• Assists with maintaining Title VI records by transcribing / filing information and forwarding to the Title VI coordinator in Planning and Human Resources.
• Operates a variety of office equipment and related software, including transcription equipment, personal computer, and other information processing equipment.
• Serves as the FOIA record keeper and records manager for the department.
• Serves as Technical Contact for the department.

Requirements / Preferences :

Education : Required : Education equivalent to graduation from high school supplemented by college level courses in office administration or related field. Experience : Required : Extensive progressively responsible experience in administrative and office work. Preferred : Experience in public service especially in the planning and community development areas. Certifications / Licenses : Must possess a valid Virginia driver's license and have a good driving record. Knowledge, Skills and Abilities : Comprehensive knowledge of office terminology, policies, procedures, secretarial techniques, business English, spelling and arithmetic. Some knowledge of rules, regulations and ordinances administered by the Department. Ability to communicate effectively both orally and in writing. Ability to compile data and develop quantitative and narrative reports. Ability to gather pertinent information from customers and interpret and implement policies and procedures. Skill in transcribing notes and information from recorded media. Ability to work effectively in a high-volume fast-paced team environment. Ability to exercise tact and diplomacy when dealing with customers and colleagues. Possession of exceptional organizational skills. Ability to direct other support personnel as needed. Some familiarity with maps and Geographic Information Systems. Strong proficiency in Microsoft Office software applications. Supervisory Responsibilities : None Additional Requirements : Subject to a complete criminal history background search with acceptable results. Must be able to perform the job as described in the Physical and Environmental Demands section of this job description.

Other Information : Part-time employees are not eligible for employee benefits. Full-time employees are eligible for a comprehensive benefit package that includes : Progressive Flexible Leave Plan with cash-in option, Twelve paid holidays, Short Term Disability Insurance, Long Term Disability Insurance, Health, Vision and Dental Insurance, Life Insurance, Flexible Spending Accounts - Medical and Dependent Care, Virginia Retirement System - Membership in VRS is automatic upon hire into a covered position. County contributes and employees pay their membership contribution., Tuition Reimbursement, Employee Assistance Program, Credit Union Membership, Deferred Compensation Plan with County Match.