Administrative Assistant

Jefferson County Planning Zoning and Building Department is searching for an Administrative Assistant to work at the front desk. This is a 40 hour per week position.

Duties & Responsibilities

Work is performed in the building permit and land use management software program(s).

Take and prepare minutes at public meetings

Perform clerical function for the Planning Zoning & Building Department

Receives and routes phone calls and walk-in customers to appropriate personnel. Answers general information questions and routes all other questions regarding Planning Zoning and Building to appropriate employees other departments or agencies. Demonstrates a professional and positive representation of the department.

Take applications and reviews information for Planning Zoning & Building Department

Process payments for permits and applications and maintain financial logs of the payment transactions.

Operate office equipment i.e. computers printer copiers fax scanners etc.

Sets up maintains and updates various building permit and land use files and databases. Scans and assists in the maintenance of the digital record process for the department as well as other general filing duties as assigned

Responds to official records requests and handles all record retention management for the department.

Assists with public hearing legal notices for publication in the newspaper of record posting consistent with Idahos Open Meeting law and for mailed notices to adjoining landowners taxing districts and agencies. Assists with composing minutes preparing mailing lists public hearing and meeting agendas and other documents as assigned. Assists tracking affidavits of publication records of mailing and certified letters to ensure noticing requirements are met. Assists planners as directed. Assists assembling necessary file documents for the Board of County Commissioners Planning and Zoning Commissions and Hearing Examiner prior to public hearings and meetings. Assists with preparation of decision letters following hearings.

Prepares room setup for all public hearings and meetings including any necessary documentation recording devices etc.

Attends and assists in taking minutes at public hearings and meetings of the Planning & Zoning Commission and related groups; provides administrative support for the Planning and Zoning Commission as needed.

Responsible for taking minutes recording proceedings registering exhibits and producing minutes of the various hearings and meetings.

Composes letters and drafts documents as requested by supervisors.

Performs routine clerical assignments such as copying faxing mailing correspondence handling money writing receipts and distribution of incoming and outgoing mail etc.

Provides back-up support for the Permit/Systems Technician Supervisor as required.

Other duties as assigned.

Skills:

Proficient minute taking skills

Ability to use a variety of general office equipment including personal computers multi-line telephones fax machines scanners copiers labelers etc.

Ability to multi-task

Ability to become familiar with County Codes Ordinances LUPA Idaho State Statutes Open Meeting Laws Public Hearing Conduct Area of Impact Agreements Comprehensive Plan Transportation Plan Office Policies and Procedures Personnel Policy.

Problem solving skills to gather relevant information to solve vaguely defined practical problems.

Principles and procedures of record keeping and filing.

Ability to work independently under moderate supervision.

Ability to prepare complete and accurate reports

Ability to analyze complex problems of a technical nature

Able to type 40 wpm (provide documentation of Job Service typing test)

Knowledge:

Some knowledge of general planning/building principles and practices.

Some knowledge of principles and practices of research and data collection.

Knowledge of computer applications including the latest versions of Microsoft Office Suites Internet applications and Planning Zoning & Building software.

Basic accounting and geometric knowledge and ability to apply such knowledge in practical situations.

Phone and public relation etiquettes

Minimum Qualifications:

Sufficient combination of knowledge skills and abilities so as to competently perform the essential functions of the job. High school diploma or equivalent required.

Two (2) years secretarial or clerical experience required with previous experience in land use planning office or closely related office (surveying and engineering office for example) preferred.

Working knowledge of Building Planning & Zoning terminology and procedures preferred at time of hire but may be learned during first year of employment.

Required computer skills in Microsoft Office and working with database software.

Must possess current drivers license with history of good driving record.

Must complete notary public certification within first year of hire.

Ability to multi-task and maintain composure with a number of incoming telephone lines high volume walk-in customer traffic and occasionally upset customers. Must be able to transition between multiple tasks on a frequent basis.

A completed Jefferson County Application for Employment and resume must be received at: Planning Zoning & Building Department 210 Courthouse Way #170 Rigby ID 83442 in person by e-mail or by online submission. This position will remain open until filled.