Part Time Planning Secretary

Eagle Mountain City; Eagle Mountain (UT); Hybrid; USD 25,000 - 28,000; Part time

Benefits offered by this job

Flexible hours

Job summary

Eagle Mountain City is seeking a part-time Administrative Support Specialist for the Planning Department in Utah. The role handles reception, calendar management, and document processing to support planning and zoning functions.

Responsibilities include preparing meeting packets, posting notices, taking minutes, and maintaining project files. Some remote work is possible, with in-person Planning Commission meetings every other Tuesday.

Qualifications

• Graduation from high school; plus one (1) year of specialized training related to above duties.
• Four (4) years of responsible experience in secretarial duties, drafting, word processing or related field.
• An equivalent combination of education and experience.

Responsibilities

• Acts as receptionist; answers phone and routes calls; takes and relays messages; provides information to inquiring parties; responds to general questions related to department functions; takes dictation and transcribes material into documents, letters, reports, memos, minutes or other general correspondence.
• Monitors department calendar to assure against conflicts; schedules appointments for staff; advises personnel of meeting requirements; monitors deadlines for hearings, legal notices, mailings, postings, etc.
• Prepares meeting packets and approval letters; sends out notices of Planning Commission and City Council meetings; maintains meeting and appointment calendar; coordinates preparation of meeting agenda; publishes and posts meeting notices; maintains project files and revisions.
• Attends and facilitates workday and evening meetings; operates audio/visual equipment; takes minutes and transcribes hearings and meetings; organizes maps and display materials; accepts applications and receipts filing fees.
• Performs cross-training to cover for the Community Development Administrative Assistant.

Skills

Office administration

Typing

Interpersonal communication

Phone etiquette

Recordkeeping

Keyboard skills

Education

High School Diploma

Secretarial training

Tools

MS Word

MS Excel

PowerPoint

Job description

20 Hours Per week ($18-$20 per hr.)

Flexible hours with some work from home but will need to be in person every other Tuesday for Planning Commission meeting

GENERAL PURPOSE

Performs a variety of working level, general administrative and complex clerical duties as needed to expedite the administrative, technical or clerical functions of the Planning Department.

SUPERVISION RECEIVED

Works under the general supervision of the Planning Director.

SUPERVISION EXERCISED

None.

Essential Functions

Administrative Support Duties

Acts as receptionist; answers phone and routes calls; takes and relays messages; provides information to inquiring parties; responds to general questions related to department functions; takes dictation and transcribes material into documents, letters, reports, memos, minutes or other general correspondence; composes routine letters and informative notices. Monitors department calendar to assure against conflicts; schedules appointments for staff; advises personnel of meeting requirements; monitors deadlines for special activities such as hearings, legal notices, mailings, postings, etc.; apprises commission and/or board members of meeting schedules. Performs document filing and maintenance; receives and processes records, applications, appeals, reports and various documents related to the legal obligations and functions of the department; purges records according to established guidelines and regulations. Operates computer and printer; inputs and retrieves data; compiles reports and maintains various computerized files, records and documents, including personnel files, timecards, etc.

Planning & Zoning

Prepares meeting packets and approval letters; sends out notices of Planning Commission and City Council meetings; maintains meeting and appointment calendar; schedules meeting locations and notifies commissioners of meeting plans; coordinates the preparation of meeting agenda as required; publishes and posts meeting notices as required; maintains project files and makes revisions as required. Attends and facilitates workday and evening meetings; operates audio/visual equipment and systems; takes minutes and transcribes hearings, meetings and correspondence, from digital recordings or handwritten minutes; organizes maps and necessary display materials; accepts applications and receipts filing fees. Performs related duties as required, including cross-training to cover for the Community Development Administrative Assistant.

Minimum Qualifications

• Education and Experience:
• Graduation from high school; plus one (1) year of specialized training related to above duties;

AND

• Four (4) years of responsible experience in secretarial duties, drafting, word processing or some other related field;

OR

• An equivalent combination of education and experience.
• Required Knowledge, Skills, and Abilities:

Considerable knowledge of modern office practices and procedures; of grammar, spelling and punctuation; of modern filing systems related to alphabetical and numeric files; personal computer operations and various program applications such as MS Word, Excel, PowerPoint, etc.; telephone etiquette, various office machines, i.e., copy machine, etc., administrative procedures; of legal processes associated with the maintenance of public records and documents; planning and zoning codes; interpersonal communication skills, bookkeeping and basic accounting.

Skill in taking and transcribing dictation from handwritten notes or from recording equipment; computer keyboard operations.

Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions; communicate effectively verbally and in writing; establish and maintain effective working relationships with fellow employees, elected officials and other agencies of the public; perform general bookkeeping; establish and maintain comprehensive records and files; and perform duties in a prioritization environment.

Special Qualifications

Must be able to demonstrate proficiency in keyboard operations.

Work Environment

Work in this position is performed in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities, not generally involving muscular strain, such as walking, standing, stooping, sitting, reaching, talking, hearing and seeing. Rapid work speed required to perform keyboard operations. Common eye, hand, finger, leg and foot dexterity exist. Mental application utilizes memory for details, verbal instructions, emotional stability and discriminating thinking.

Disclaimer

The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. s are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This supersedes earlier versions.

I _______________________________ have reviewed the above . Date:_________________