JOB TITLE:
Planning & Zoning Administrative Assistant
DEPARTMENT:
Administration
REPORTS TO:
Township Supervisor
FLSA STATUS:
Non-Exempt
POSITION TYPE:
Full-Time
SALARY RANGE:
A3- $17.56-$24.60
SUMMARY:
The Planning and Zoning Administrative Assistant provides coverage at the front customer service desk. This position has the additional focus of supporting the Township’s Planning and Zoning Department and will report to the Township Supervisor. The Planning and Zoning Assistant will perform administrative tasks and services to support effective and efficient operations of the organization and will support the daily functions of the Planning and Zoning Department.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
· Receive payments for taxes, utility bills, assessments, etc. at the front desk while providing excellent customer service.
· Assist walk-in customers by fulfilling or directing their requests to the appropriate person.
· Answer all telephone calls to the general customer service line and transfer calls as necessary.
· Process water and sewer payment agreements.
· Assist with mailings, publications, notices, etc. and create and edit letters, reports, forms, permits and other documents as assigned.
· Assist with pavilion rental and auditorium rental, including: scheduling, receiving payments, returning deposit checks, maintaining and updating the calendar.
· Update shared calendars as necessary.
· Process dog licenses.
· Serve as a notary public (obtain certification within six months if not already a notary when hired).
· Prepare outgoing mail, empty the dropbox daily, sort incoming mail, and distribute as necessary.
· Maintain electronic door locking system.
· Maintain the outdoor bulletin board frequently with new content throughout the year.
· Maintain the front lobby and display township/government literature.
· Distribute board/committee meeting date list.
· Oversee maintenance of copy and fax machines, order and stock supplies.
· Serve as election assistant.
· Serve as a Passport Agent (obtain certification within first six months if not already an agent when hired).
· Serve as support staff for all Departments within the Township.
· Coordinate with the Zoning Administrator. Provide administrative support in all Zoning Administration matters.
· Coordinate with the Planner to provide necessary materials regarding proposed projects in the Township.
· Accept payments for applications for review by the Planning Commission (PC), Zoning Board of Appeals (ZBA), and Construction Board of Appeals (CBA).
· Maintain calendars for the PC, ZBA, and CBA.
· Help customers with Zoning Compliance permits.
· Create the PC, ZBA, and CBA meeting minutes. Maintain files and minute books for each body.
· Update and maintain ordinance files.
· Coordinate with Assessing Department regarding land divisions, property transfers, and combinations.
· Create mailing lists and mail public hearing notices for the Board of Trustees, PC, ZBA and CBA
· Create agendas for the ZBA and CBA.
· Update the Township website for the PC, ZBA, and CBA.
· Maintain and update records for Land Use and Development.
· Review invoices related to projects under review.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions.
REQUIRED SKILLS / ABILITIES:
The ideal candidate must be committed to providing excellent customer service. The candidate must also be efficient and utilize excellent time management, have strong written and verbal communication, organizational skills, detail oriented and excel at prioritization. Critical thinking, conflict resolution and problem- solving skills highly preferred. Must be self-motivated and able to self-direct with the ability to handle a variety of situations simultaneously.
· Excellent verbal and written communication skills.
· Excellent interpersonal skills for contact with the public, responding to questions, sharing information, explaining issues and procedures.
· Excellent organizational skills and attention to detail.
· Proficient with Microsoft Office Suite and other computer software
MINIMUM QUALIFICATIONS:
Education:
A high school diploma or GED is required. College level computer, accounting, typing and word processing desired.
Experience:
Prior customer service or administrative work experience required. Payment processing experience and cash handling preferred. Planning and Zoning experience is desired.
Licenses:
N/A
SUPERVISORY RESPONSIBILITIES:
No supervisory responsibilities.
WORKING CONDITIONS:
The majority of work for this position is performed in a normal office environment, working Monday- Friday 8:00 a.m. – 5:00 p.m.
PHYSICAL REQUIREMENTS:
Typical sitting/standing for the duration of shifts while using computers; frequently lift or move up to 25 pounds.
TRAVEL REQUIREMENTS:
Very minimal travel requirements, mostly local and within Ottawa County.
OTHER DUTIES:
Please note this job description is intended to describe the general nature and level of work performed in this job. It is not intended to provide an exhaustive list of all skills required in this job, nor is it intended to limit the authority of the Township Supervisor or any Township manager or supervisor to assign or direct the activities of employees under his or her direction. Duties, responsibilities, and activities may change, or new requirements may be assigned, at any time, with or without notice.
Job Type: Full-time
Pay: $17.56 - $24.60 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- No nights
- No weekends
Ability to Relocate:
- Allendale, MI 49401: Relocate before starting work (Required)
Work Location: In person