Administrative Assistant - Planning & Codes

Town of Smyrna; Smyrna (TN); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

13 Paid Holidays

23 days PTO

Longevity Bonus

Merit Pay

Disability Insurance

Retirement Match

Education Reimbursement

Free Wellness Programs/ Gym Access

Job summary

The Town of Smyrna is seeking an Administrative Assistant (Planning & Codes) to support the Planning Department with phones, filing, scheduling, notices, and permit processing under the Town Planner / Building Official.

Ideal candidates will have a High School diploma or GED, two years in municipal codes or planning administration, and a valid Tennessee driver’s license. This full-time role offers competitive pay and benefits.

Qualifications

• High School diploma or GED.
• Two years in municipal codes or planning admin.
• Must be at least 18 years old.
• Valid Tennessee Driver’s License required.

Responsibilities

• Answer and route calls; provide citizen and vendor assistance.
• Provide secretarial support and maintain records.
• Prepare meeting packets, agendas, and minutes.
• Issue permits and interpret plan information.
• Schedule appointments and coordinate with planners.

Skills

Customer service

Communication

Organizational skills

Education

High School diploma or GED

Job description

PAY & BENEFITS:

Pay begins at $50,019.24 annually for an Administrative Assistant (Planning & Codes) and is dependent upon applicable experience.

In addition to the base salary, this full-time position is eligible for an annual performance bonus and a longevity bonus.

BENEFITS :

• Paid Holidays: 13 days
• Paid Time Off : 23 days (7.08 hours per pay period)
• Longevity Bonus: Based on Years of Service
• Merit Pay: Based on performance (Annual Salary increase and Bonus)

Town Paid Benefits Include:

• Short and Long-Term Disability
• Employee Assistance Program
• Basic Life Insurance (1x Salary or $50k minimum, $10k spouse, & $5k child)
• Retirement Contribution & Match
• Education Reimbursement
• Free Wellness Programs and Free Gym Access

Insurance Premium Costs (includes vision & dental)

• HSA: $20 single $110 family
• OAP: $25 single $150 family

Description

This classification is responsible for performing administrative and secretarial functions for the Buidling Official. Duties and responsibilities include answering and routing phone calls, preparing and distributing correspondence, scheduling appointments and meetings; processing, filing, and maintaining documents; assisting in the preparation of legal notices, greeting visitors and providing customer service, performing data entry and generating reports. Reports to the Town Planner / Building Official.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job. Other duties may be required and assigned.

• Performs reception functions; answers phone calls, takes messages, relays to appropriate party within the department; responds to email and letters; Provide accurate and courteous assistance to citizens, vendors and other Town employees.
• Provides secretarial/clerical support; processes and maintains a variety of documentation associated with departmental operations within prescribed timeframes and according to department's policies and procedures.
• Perform various administrative functions such as creating records, reports, correspondence, memorandums and databases using word processing, spreadsheets, graphs, presentation and publishing software.
• Prepares meeting packets and agendas and other necessary documentation for the Planning Commission, Board of Zoning Appeals, Historic Zoning Commission, Beautification Commission, and Construction Board of Appeals and distributes to members and staff; attends such meetings to record minutes and notes as needed.
• Answers inquiries from developers, contractors, and citizens with regards to actions submitted for review by the Planning Commission, Board of Zoning Appeals, Historic Zoning Commission, and Construction Board of Appeals.
• Attends all staff reviews for issues submitted to the Planning Commission; prepares and distributes staff comments.
• Interprets and converts map information when issuing building permits for all new construction; grading, excavation, sign, tent, and other permits
• Issues building permits for all new construction.
• Issues grading, excavation, sign, tent, and other permits.
• Coordinates with outside vendors and other departments during phases of construction development.
• Generates work orders for inspections to be completed.
• Maintains records of permits issued, inspections completed, and certificates of occupancy issued, and impact fees paid.
• Maintains records of surety instruments for new developments.
• Prepares agendas and set up the meeting room for the Planning Commission, Board of Zoning Appeals, Historic Zoning Commission, Beautification Commission, and Construction Board of Appeals.
• Attends the Planning Commission, Board of Zoning Appeals, Historic Zoning Commission, Beautification Commission, and Construction Board of Appeals meetings; take and prepare the minutes of these meetings.
• Plans, coordinates and assists in special projects and events.
• Accurately files and maintains records.
• Assists in the scheduling of appointments and meetings. Assists in the preparation of meetings.
• Any other duties as assigned by supervisor.

Must have the following listed below or any below or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

• High School diploma or GED
• Two (2) years’ experience in a municipal codes, or planning environment and/or training involving secretarial work, office administration, or customer service
• Be at least 18 years of age
• Possess a valid Tennessee Driver’s License.