Planning Commission Clerk

Description

The City of Goleta invites qualified applicants for the position of Planning Commission Clerk in the Planning and Environmental Review Department.

The ideal candidate will be self-motivated and possess a strong work ethic and excellent customer service skills.

The Position

Under general supervision of the Planning and Environmental Review Department Director, the Planning Commission Clerk assists with the activities and operations of assigned boards and commissions including the Planning Commission, Design Review Board, and Historic Preservation Commission, including agenda preparation and distribution, taking and transcribing minutes, public information dissemination, and records management;

provides administrative support to the Planning Department and performs related duties as required.

Employees in this class often have contact with the public and staff and provide information and research assistance as well as answer a variety of questions requiring knowledge of City departments, procedures and operations.

The Department

The Planning and Environmental Review Department provides staff services to assist City management, the City Council, and the Planning Commission and Design Review Board in guiding future growth and development in a manner that conforms to adopted policies and ordinances, which reflect community values.

Examples of Duties

ESSENTIAL JOB FUNCTIONS

The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices :

Attends Planning Commission, Design Review Board, Historic Preservation Commission, and other special meetings to record official proceedings;

assists with the preparation of minutes and other documents; assists with the publication, filing, indexing and safekeeping of all proceedings of assigned boards and commissions.

• Assists with the preparation, organization, and distribution of the agenda and agenda packet materials for assigned boards and commission meetings.
• Records proceedings of meetings; takes detailed and comprehensive notes of meetings with the end product being concise, accurate, articulate, and well thought out minutes.
• Assists with the maintenance of Planning Department records and archives including General Plan amendments, permits, ordinances, resolutions, minutes.
• Prepares legal notices of meetings for publication; mail to appropriate parties; coordinate ad posting.
• Coordinates the retrieval, protection, retention, and destruction of all records in accordance with City policy and legal, financial, governmental, and historical requirements.
• Assists with the coordination of the Planning Department's activities with those of other departments and outside agencies and organizations.
• Assists in the preparation of complex documents and reports.
• Assists in maintenance of dedicated webpages for the Planning Department.
• Composes and proofreads a wide variety of complex and confidential documents, reports, letters, memoranda including action minutes.
• Provides research support for City staff regarding agenda items, staff reports, resolutions, CC&Rs, retrieval of files, plans, etc.
• Performs research activities including detailed records retrieval of previous actions, codes, and develops historical records on research efforts;

assists with the preparation of reports, boards and commissions agendas, and correspondence.

• Acts as liaison between the Planning Department and other City departments regarding agenda items, legal documents, meeting procedures, and other items that may arise.
• Prepares official notifications to the public regarding public hearings, including legal advertising of notices.
• Responds to inquiries from the public and City staff regarding departmental programs, procedures, activities, and other matters which require an in-depth knowledge of the department.
• Performs related duties and responsibilities as required.

Typical Qualifications

Education, Experience and Training

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be :

Education :

Equivalent to two years of college-level coursework at an accredited college with major emphasis on public administration, business administration, or a related field.

Experience :

Four years of increasingly responsible experience in complex administrative office work including participating in recording or transcription activities and records management, preferably in local government.

Knowledge and Abilities

Knowledge of :

• Meetings, processes, and procedures for boards and commissions.
• Research and report writing techniques and methods.
• Principles and practices of records management, including records retention laws.
• Principles used in taking and preparing minutes.
• English usage, spelling, grammar, and punctuation.

Ability to :

• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Ensure compliance with Federal, State, and local rules, laws, and regulations.
• Interpret and apply pertinent laws, rules and regulations.
• Coordinate the retention / destruction of official records in accordance with applicable laws and regulations.
• Research, analyze and recommend appropriate policies and procedures for the operation of a records management system.
• Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions.
• Communicate clearly and concisely, both verbally and in writing.
• Establish and maintain cooperative and effective working relationships with those contacted in the course of work.
• Attend evening meetings.

Special Requirements

Possession of a valid Class "C" California driver's license and a satisfactory driving record.

Supplemental Information

PHYSICAL AND MENTAL DEMANDS / WORKING CONDITIONS

The physical and mental demands herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

• Mental function : Includes reading, writing, mathematical computations, operating a computer, problem solving, managing multiple projects, calmly handling complaints and problems from citizens or contractors, and decision making under stressful conditions.
• Productivity : Incumbents must perform work in an efficient, effective and timely manner with minimal direction.
• Mobility : Incumbents require sufficient mobility to work in an office setting and operate office equipment. Incumbents may be required to perform light lifting and carrying, file documents in various locations and heights, and sit, stand, walk, remain seated, and work at a video display terminal for prolonged periods of time.
• Vision : Vision sufficient to read small print, computer screens, and printed documents, and to operate assigned equipment.
• Hearing : Incumbents are required to hear in the normal audio range with or without correction.
• Environment : Normal office setting with some travel to attend meetings. Incumbents may be exposed to noise and / or dust.
• Other factors : Incumbents will be required to work extended hours including evenings. Incumbents may be required to travel outside City boundaries to attend meetings and to use a personal vehicle in the course of employment.
3 days ago