Administrative Assistant

City-of-Garden-City,-Ks; Garden City (KS); On-site; USD 48,000 - 66,000; Full time

Job summary

City of Garden City seeks an Administrative and Planning Clerk to support zoning, building permits, and environmental health compliance for Garden City, Holcomb, and Finney County. You will prepare notices, coordinate inspections, and maintain files and GIS data.

Strong written and verbal communication, attention to detail, and the ability to work with diverse stakeholders are essential. A high school diploma or GED is required, with preferred experience in planning, construction, or related

Qualifications

• High school diploma or GED required; related college coursework is a plus.
• Permit technician certification or background in planning is preferred.
• Experience with zoning, building codes, and environmental health regulations is desirable.

Responsibilities

• Prepare correspondence, minutes, agendas, and packets for planning commissions and boards.
• Ensure documents are proofed, accurate, and timely.
• Answer calls and direct the public to appropriate departments.
• Publish legal notices and maintain board appointments and contact information.
• Compile and maintain inspection and code enforcement reports.
• Assist with building permits, fee collection, and coordination of inspections.

Skills

Zoning knowledge

Code enforcement

Documentation

GIS data entry

Public communication

Education

High school diploma or GED

Associates or Bachelor's in planning/geography preferred

Tools

GIS software

MS Office

Job description

This position is responsible for administrative and technical support for the Department, which provides services to the City of Garden City, City of Holcomb and Finney County including but not limited to extensive knowledge of multi‑jurisdictional regulations, departments, and state law; ensuring that legal notices, posted notices, and publications are published/issued in a timely manner as required by the individual jurisdiction regulations; ensuring complete and accurate processing of building permit applications, contractor licensing, code enforcement complaints; providing correspondence, research, reports, answering telephone and providing information or directing individuals to the appropriate jurisdiction, department, and source; maintaining files and records and scheduling Inspection and Compliance Staff as directed by the immediate supervisor. Supports the Code Compliance Officer; ensuring compliance with code enforcement regulations that are governed and enforced by the Department. Responsible for work involved in interpreting, enforcing, and assuring the compliance with approved zoning regulations and environmental health rules and regulations.

• Prepares correspondence, minutes, agendas, and packets for all area Planning Commissions, all boards of Zoning Appeals, Garden City Landmarks Commission, and the Building Board of Appeals.
• Ensures correspondence, minutes, agendas, packets, and other documentation or reports are proofed, accurate, and timely.
• Answers telephone and receives public. Provides information or directs caller and walk‑in traffic to appropriate City, County, or State department or source of assistance.
• Ensures legal notices, posted notices, and publications are published/issued in a timely manner.
• Tracks and maintains board appointments and members including terms, renewals, and contact information.
• Collects monthly building inspection and code enforcement reports and ensures documents are proofed and edited.
• Issues building permits as required. Collects fees and balances cash drawer daily. Coordinates contractor payments and inspection requests for services.
• Compiles and maintains inspections and code enforcement database records and reports.
• Maintains financial records including accounts payable and receivables, purchase orders, credit cards, fuel forms, mileage forms, and vehicle reports.
• Prepares and mails letters, reports, orders, and forms. Maintains appointment calendar, schedules, office files, projects, inventory, and priorities.
• Researches and collects property ownership/occupancy information. Conducts site reviews and an evaluation of proposed projects; meets with the public.
• Researches and gathers a variety of information from various sources to prepare periodic and special statistical and narrative reports, agenda items, basic staff reports, and a variety of other technical documents. Conducts office, field, and photo research, drives a motor vehicle to make on‑site visits for exterior inspections of commercial, Industrial, and residential properties throughout the city and county.
• Answers questions, distributes forms and provides a variety of information regarding planning, zoning, and codes, policies and procedures to property owners, citizens, architects, engineers, contractors, and others in‑person and over the telephone.
• Creates and maintains files; enters data into an automated record system and organizes manual files; maintains records, logs, and binders. Inputs, verifies, and evaluates zoning and land use application data into Geographical Information System (GIS) computer.
• Communicates effectively while establishing and maintaining effective working relationships with the public, coworkers, elected officials, and members of diverse cultural and linguistic backgrounds. Learns, obtains, and maintains pertinent certifications approved by the Director including, but not limited to, ICC certification as a permit technician and KACE certifications.
• Investigates complaints regarding code compliance. Issues verbal or written orders for correction of violations of the codes and ordinances, solves problems and complaints. Enforce and issues citations in accordance to the code or ordinance.
• Performs complex and complicated inspections for compliance with housing, zoning, environmental health, nuisance and abatement codes, regulations, and ordinances to ensure conformance with approved plans and code requirements.
• Maintains a procedural manual to ensure consistent performance of routine job duties.
• Cross‑trains with the Community Service Clerk duties and responsibilities.
• Maintains the City of Garden City, City of Holcomb, and Finney County Official Zoning and Subdivision Regulations books and the Code of Ordinance books for the Department and appointed officials.
• Performs other duties as assigned.

Knowledge, Skills and Abilities:

Ability to work independently. Requires time management skills, self‑motivation. Ability to follow written and verbal instructions. Ability to schedule, prioritize, organize, and complete a variety of work activities. Knowledge of relevant federal, state, city codes, county codes, laws, rules, and regulations pertaining to building, zoning, and environmental; and the principles, practices and techniques of building, zoning and environmental health inspections. Ability to interpret technical information encountered in the performance of responsibilities; Secure facts, document information, evaluate data, and draw valid conclusions; identify unsanitary, unsafe, or hazardous conditions of property and premises; resolve nonconforming conditions and code and ordinance violations; establish and maintain effective working relationships with associate personnel, the general public and state departments and agencies; communicate effectively, verbally and in writing; and obtain public cooperation in the establishment and maintenance of zoning, public and environmental health standards for public health and safety.

Education, Certification and Experience:

High school diploma or GED; or business or vocational school training in construction or craft trades; or with a bachelor’s degree in planning, geography, law enforcement, construction preferred or any combination of experience, education or training that will produce the desired qualifications. Permit technician certification is required. One‑year experience in construction and the technical aspects of inspection or planning preferred. Valid driver’s license with an acceptable driving record required.

Environment:

Work is performed in an office environment.

Physical Characteristics:

Ability to lift up to 25 pounds and carry up to 10.