Administrative Assistant - Planning

Job Title : Administrative Assistant

Carrboro, Town of (NC)

$44,648.00 - $69,177.00 Annually

Carrboro Town Hall

Full-Time

Planning, Zoning, and Inspections

Planning Division

Opening Date : 10 / 08 / 2025

Closing Date : 11 / 5 / 2025 at 11 : 59 PM Eastern Time (US & Canada)

Non-Exempt

General Definition and Conditions of Work

Performs a variety of complex administrative and program support tasks requiring initiative, accuracy, and independent judgement; related duties as required. Work is performed under the general supervision of the Planning Director. The position may provide guidance and oversight to other administrative staff or temporary personnel.

Physical Requirements

This is sedentary work requiring the exertion of up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires reaching, handling, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and / or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions.

Essential Functions

• Receives customers.
• Performs a variety of clerical and receptionist duties for the Planning Department.
• Manages and maintains archives, filing system and department library; notarizes documents; maintains calendar for meetings, office coverage, events, and similar.
• Develops and recommends office practices and procedures and submits for approval.
• Serves as the lead administrator for the Planning, Zoning and Inspections (PZI) Department software packages (Tyler EnerGov primarily). Leads and coordinates issue resolution relating to the Tyler permitting system. Works closely with vendor software support technicians and with Town of Carrboro IT support staff to document, report and resolve software related issues. Responsible for maintaining internal Planning staff user accounts and external citizen accounts.
• Maintains the PZI Permitting and Planning Application Website. Answers citizen questions related to website usage. Troubleshoots day-to-day issues within the software. Assists PZI staff with process, workflow and configuration changes as needed. Manages, coordinates and helps facilitate any system upgrades as needed with Carrboro IT support staff. Coordinates training for new employees, outreach and engagement for public users.
• Provides staff assistance to advisory boards and committees; screening and processing telephone calls; typing, word processing and data processing duties; coordinating distribution and web posting of agendas to other advisory boards served by Department; maintaining records and files; preparing reports.
• Assists with staffing the Planning Board, helps prepare and distribute agenda information; serves as recording secretary; maintains files of minutes; responds to Planning Board inquiries.
• Coordinates purchasing and payment requisitions for the department; verifies payment vouchers and check requests, and tracks department budget; familiarity with Munis financial package or similar system, preferred.
• Coordinates public hearing advertisements and assists with public mailings and set up for outreach events.
• Responds verbally and in writing to general inquiries regarding established permitting policies and procedures.
• Updates and maintains Land Use Ordinance for archives and web posting and sharing with key users.
• Coordinates update of departmental webpages, identifies errors and updates and contacts division staff for corrections.
• Performs other duties as assigned.

Education and Experience

Any combination of education and experience equivalent to graduation from an accredited community college with major course work in business administration or related field and considerable experience in providing program assistance. Possession of, or ability to obtain, a North Carolina Notary Public certification is preferred.

Knowledge, Skills, and Abilities

Disclaimer

CARRBORO is an Equal Opportunity Employer. The Town of Carrboro considers applicants without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin. We are especially interested in qualified candidates who can contribute, through their skills, dedication and service, to the diversity and excellence of our organization.

The Town of Carrboro offers a comprehensive and competitive benefits package to all permanent employees.