Planning Administrative & Finance Specialist

Americaatwork; Pennsylvania; On-site; USD 45,000 - 65,000; Full time

Job summary

America At Work’s client seeks a Planning Administrative & Finance Specialist to support the Planning Division with administrative, financial, and customer service duties. The role involves handling escrow accounts, processing planning-related payments, and coordinating with applicants and City staff.

Requirements include a 4+ year background in administrative/financial roles within municipal settings, and proficiency with Munis and Microsoft Office.

Qualifications

• Bachelor's degree in Business Administration, Accounting, Public Administration, Planning, or a related field.
• At least 4 years of administrative, financial, municipal, or office support experience.
• Experience maintaining escrow accounts and processing development-related fees (preferred).

Responsibilities

• Provide information to applicants regarding planning procedures, requirements, and processes.
• Serve as primary contact for applicants, developers, and consultants on financial matters and escrow accounts.
• Review documents, process escrow deposits and planning-related payments, and enter transactions in Munis.
• Manage invoices, financial reporting, and budget-related activities.
• Prepare weekly/monthly reports and maintain planning databases and records.
• Coordinate routing of applications and respond to inquiries professionally.

Skills

Administrative support

Financial transactions

Municipal operations

Planning

Zoning

Community development

Education

Bachelor's degree in Business Administration

Bachelor's degree in Accounting

Public Administration or Planning (related field)

Associate degree + experience

Tools

Munis

Microsoft Word

Microsoft Excel

Microsoft Outlook

Electronic filing systems

Job description

About the Opportunity

America At Work is assisting our client in identifying aPlanning Administrative & Finance Specialist to provide administrative, financial, and customer service support to the Planning Division.

This position is ideal for an organized, detail-oriented professional with experience in administrative support, financial transactions, municipal operations, planning, zoning, or community development.

The successful candidate will work closely with applicants, developers, engineers, architects, consultants, residents, and City staff while managing financial records, escrow accounts, application processing, invoices, and planning-related transactions.

• Provide information to applicants regarding planning procedures, application requirements, and processes.
• Serve as a primary point of contact for applicants, developers, and consultants regarding financial matters and escrow accounts.
• Review required documents, plans, fees, and applications and process escrow deposits, application fees, and other planning- and historic-preservation-related payments.
• Process vendor invoices and invoices for payment in accordance with City financial procedures.
• Enter and update financial transactions in the City's financial management system (Munis).
• Maintain escrow account balances and prepare periodic reconciliation reports.
• Coordinate with the Finance Department regarding deposits, reimbursements, account balances, and financial reporting.
• Notify applicants and developers of account deficiencies and coordinate the replenishment of escrow accounts.
• Develop budget reports and track expenditures.
• Prepare weekly and/or monthly reports as required.
• Assist with maintaining planning databases, records, and application tracking systems.
• Log applications into the City's tracking system and maintain application status reports.
• Coordinate application routing to internal departments and the planning commission for review.
• Respond to telephone and email inquiries in a professional and timely manner.
• Maintain effective communication with developers, engineers, architects, consultants, residents, and City staff.
• Attend and participate in meetings, public hearings, official meetings, and events as required.
• Work collaboratively with City departments to support compliance with applicable city, state, and federal regulations, statutes, and ordinances.
• Identify opportunities to improve processes, reduce review turnaround times, and enhance customer service.
• Perform other related duties as assigned.

• Valid Pennsylvania Driver's License.
• Bachelor's degree in Business Administration, Accounting, Public Administration, Planning, or a related field; an associate degree combined with equivalent administrative and financial experience may be considered.
• At least 4 years of experience in administrative, financial, municipal, or office support work.
• Experience maintaining escrow accounts and processing development-related fees.
• Experience with financial software and Microsoft Office applications.
• Proficiency with Microsoft Word, Excel, Outlook, and electronic filing systems.

• Experience working in a municipal planning, zoning, engineering, or community development office.
• Experience with Munis or similar municipal financial software
• Local government or planning-office experience
• Bilingual (English/Spanish)

Why Consider This Opportunity?

This is an excellent opportunity for an administrative or finance professional who enjoys working at the intersection of customer service, financial administration, planning, and local government.

If you have experience in municipal administration, accounting, planning, zoning, community development, or financial operations—and are looking for a temporary full-time opportunity,we'd like to hear from you.