Administrative Assistant - Planning & Zoning

County of Culpeper; Culpeper (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

The County of Culpeper is seeking a detail-oriented Administrative Clerk to support the Planning and Zoning Department in Culpeper, VA. The role involves reception duties, processing land use applications, and assisting with records and financial tasks as needed.

Responsibilities include directing inquiries, handling permits, data entry, and providing high-quality customer service to the public while coordinating with department staff.

Qualifications

• Education equivalent to a high school diploma.
• Experience in planning and zoning, clerical, reception, or data entry work is preferred.
• Must possess satisfactory results of a criminal history background check.
• Ability to operate a computer; proficiency in standard office software.

Responsibilities

• Greet customers, respond to routine questions, and direct them to the appropriate person or department for the Planning and Zoning Department.
• Answer telephones, direct callers and relay messages.
• Process zoning permits and receive and review land use applications.
• Perform records maintenance and data entry into department systems.
• Handle accounts payable, budgeting, purchasing, and financial records as needed.

Job description

Responsible for performing a variety of administrative and clerical duties for Planning and Zoning, intakes land use permits and applications, answers inquiries, and directs the public as appropriate. Works closely with the public to provide customer service on planning and zoning issues.

ESSENTIAL JOB FUNCTIONS

• Performs reception functions

a. Greet customers, responds to routine questions, and direct them to the appropriate person or department for the Planning and Zoning Department; interpret codes and provides information to the public on routine issues; directs callers/visitors to other personnel as appropriate; respond to routine questions/complaints/inquiries and initiates problem resolution.

b. Answer telephones, directs callers to appropriate person or department and relays messages.

c. Distribute forms/documentation as requested; process zoning permits and receive and review land use applications and forwards as appropriate.

d. Upload permit intakes into appropriate system. Perform various records maintenance duties for the department and its programs, including both manual and electronic records. Enter, update, and retrieve data from department files and routes to the applicable end user.

e. Receive moneys in payment of application fees or other departmental fees/services; record transactions, issues receipts, and forward revenues as appropriate; prepare daily reports for transmittal to Treasurer.

f. Review, monitor, process etc. all documentation relating to accounts payable, budget, purchasing, and financial records; make recommendations as needed to meet needs of department.

g. Prepare and key Accounts Payable.

h. Print and/or mail monthly billing.

i. Assist other departmental personnel with various tasks.

NON-ESSENTIAL JOB FUNCTIONS

• Perform general/clerical tasks
• Distribute various documents to department staff and decision makers
• Assist Department Head with budget document preparation
• Assist with preparing agenda items and provide administrative support for Planning Commission, ARB, and Ag/Forestal Committee meetings
• Prepares public notices and property owner verifications.
• Provide assistance to other employees or departments as needed
• Perform other duties as required

Education and Experience

Education equivalent to a high school diploma. Previous experience/training in planning and zoning, clerical, reception, or data entry work is preferred.

Special Qualifications

Must possess satisfactory results of a criminal history background check.

Knowledge, Skills, and Abilities

• Knowledge of general office practices
• Ability to operate a computer; proficiency in various software including Office 365, NeoGov, OpenGov, eScribe, and CivicPlus
• Ability to effectively communicate with customers and co-workers
• Ability to provide the highest level of customer service
• Excellent interpersonal skills and ability to work in a team environment
• Oral communication and interpersonal skills to explain rules and procedures clearly to the public
• Problem-solving skills to gather relevant information to solve practical problems and address citizen inquiries and concerns
• Ability to review plans and apply provisions of the ordinances and codes to determine compliance with such regulations and to apply regulations to field conditions
• Ability to work on several projects or issues simultaneously
• Ability to work independently or in a team environment as needed

PHYSICAL DEMANDS

This position classifies the physical exertion requirements as moderate. Must be able to lift 12-20 pounds. Must be able to operate office and computer equipment. May involve extended periods of time at keyboards or workstation. Must be able to communicate orally and perceive and discriminate colors or shades of color.

WORK ENVIRONMENT

Essential functions are regularly performed in an office setting. Essential functions are regularly performed without exposure to adverse environmental conditions.

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performance by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications as required of employees assigned to this job.

In compliance with the Americans with Disabilities Act, Culpeper County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

General Sign-off

The employee is expected to adhere to all County policies and to act as a role model in the adherence to the policies.