Planning Assistant

City of Santa Fe Springs; Bozeman (MT); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Health benefits

Vision and dental coverage

Paid parental leave

Flexible spending account

Job summary

Gallatin County's Planning Department seeks a detail-oriented Administrative Specialist to support planning, zoning, subdivision review, floodplain, and code compliance programs. You will manage front desk operations, process documents, prepare notices, and assist with data entry and reports.

The role requires an Associate’s degree and 1–2 years in a planning office or related field, plus a Montana driver’s license. Strong communication and organizational skills are essential.

Qualifications

• Knowledge of clerical and administrative support methods and procedures.
• Ability to communicate effectively verbally and in writing; capable of multitasking.

Responsibilities

• Monitor procedures for processing subdivision, land use and zoning documents per State regulations and communicate timelines to the public.
• Prepare legal notices and notify stakeholders of deadlines, hearings, and meetings.
• Schedule and track hearings for planning boards and coordinate mailings and notices.

Skills

Clerical skills

Communication skills

Planning knowledge

Education

Associate’s degree and 1–2 years in a planning office or related field

Job description

Position Overview

This position is located in the Department of Planning & Community Development (Planning Department) and is responsible for performing a variety of administrative and program support duties for County planning, zoning, subdivision review, floodplain management, community development, open lands, and code compliance programs. The position assists Planning staff with various functions, provides program information and technical assistance to the public, and oversees other office support services. The position reports to the Chief Planning Officer and this position does not supervise other County personnel.

• Monitors procedures for processing subdivision, land use and zoning documents according to State regulations. Ensures that statutory guidelines and timeframes are communicated to others (e.g., the public) accurately and in a timely manner.
• Prepares legal notices and takes other appropriate actions to notify professional staff, landowners, special interest groups, and other individuals and entities of upcoming deadlines, hearings, meetings, and other critical steps in the planning review process.
• Schedules and tracks hearings for several planning-related boards (i.e., citizen advisory committees, boards of adjustment, Planning and Zoning Commission, Planning Board, etc.). Faxes hearing notices to newspapers and completes other mailings as required.
• Assists professional staff in preparing for on-site inspections and reviews by verifying accuracy and completeness of applicant-provided information. This assistance is focused on relatively simple to moderately complicated subdivision and zoning applications.
• Works with legal land descriptions and maps to identify how/if specific parcels are zoned. Probes landowners to obtain sufficient data to determine if a permit is required based on regulations. Directs parties to other state or county agencies if necessary.
• Provides information regarding specific regulations and requirements and disseminates application forms and other relevant informational literature to the public.
• Assists professional staff in general by providing support in data compilation, research, data formatting, correspondence, and related projects.
• Performs administrative and clerical support office operations for the Planning Department. Monitors front desk workflow and customer service. Assists in providing overall administrative support to ensure customers are assisted, phones are answered, fees are collected, and documents are received, checked, and tracked.
• Ensures completeness of data entry into database when application files are closed by planners.
• Receives, tracks, and deposits money collected at the front desk for the Department. Ensures accurate tracking, receipting, and accounting of fees for multiple programs (e.g., applications, permits, road impact, fire impact, parkland, maps, etc.).
• Monitors fund accounts and compiles balance information for appropriate parties as needed.
• May serve as a Notary for the Planning Office.
• Performs inventory control by tracking purchases, supplies, equipment, and other physical resources. Orders office supplies and equipment as needed.
• Completes department purchase orders, tracks expenditures, and deposits, pays department bills and keeps an accurate, electronic ledger of accounts.
• Schedules conferences and meetings, arranges hotel rooms and airline tickets, and provides related administrative support to department staff and Planning Board members.
• Coordinates and collaborates with other Planning Assistants employed by the Planning Department, and other County staff as necessary, to ensure completion of the above tasks.

Other Duties As Assigned

• Performs a variety of other duties as assigned by supervisor. This may include completing special projects and assignments, compiling specialized information into appropriate formats, attending continuing education and training, and a variety of other functions as needed. If the County Commission proclaims a local emergency due to an actual or threatening disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

Qualifications

This work requires knowledge of clerical and administrative support methods and procedures, knowledge of office operation and equipment, and familiarity with business and office software. Position must have the ability to communicate effectively verbally and in writing; be able to multi-task and must be able to learn new information quickly. Position requires heightened knowledge of Planning Department rules, procedures and operations (subdivision, zoning, and floodplain, etc), interpreting maps and legal descriptions, and working with interactive mappers.

Education & Experience

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to an Associate’s degree and one to two years’ work experience in a planning office, or a closely related field.

SUPPLEMENTAL INFORMATION

Position must possess a valid driver’s license issued by the state of Montana or attain a Montana driver’s license within six months of hire and be insurable under the County’s liability policies.

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

Health Benefits

• Individual health benefits premium is paid at 100% for full-time employees and pro-rated based on hours worked for part-time employees
• Includes limited vision and dental coverage (Dental is provided by MetLife and includes a dental buy-up option)
• Dependent health benefits premium is offered at very low costs
• Coverage is effective the 1st of the month following 30 days of employment
• Talkspace: In-Network behavioral health support through virtual counseling & psychiatry
• Optional Supplemental Coverage is offered through Mutual of Omaha including Voluntary Accident Policy, Voluntary Critical Illness Policy and Voluntary Life Insurance Policy (also available for dependents)
• FREE unlimited access and care to PMR Clinic East. This is a private Clinic and is available to all employees and family members who are enrolled in our health benefits.

FLEXIBLE SPENDING ACCOUNTS:

Optional pre-tax, out-of-pocket medical expenses & day care expenses

COUNTY PAID LIFE INSURANCE:

$50,000 Group Life Insurance Policy (eligible employees only) (age reductions apply)

COUNTY PAID LONG TERM DISABLITY INSURANCE:

Eligible employees only, benefit duration shortens once a specific age is reached

Retirement

• County employees are covered by the Public Employee’s Retirement System (PERS)
• County Deputies and Detention Officers are covered by the Sheriff’s Retirement System (SRS)
• An optional supplemental 457 deferred compensation plan/ROTH is available through Empower and Nationwide

Paid Parental Leave

• Eligible employees are offered a maximum of six weeks (240 hours) of paid parental leave for the bonding and care of a newborn child or adoption of a child

Sick And Vacation Leave

• Employees accrue 12 sick days and 3 weeks of vacation per year, depending on years of service. (Hours are pro-rated for part-time employees)
• Leave starts accruing on an employee’s date of hire and can be used as soon as time is in the books.

Holidays

• The County observes 11 legal holidays in even numbered years (Federal Election Day) and 10 legal holidays in odd numbered years.
• A Floating Holiday is available to eligible employees after six months.

HEALTH CLUB MEMBERSHIPS:

Discounted rates are offered at participating clubs with payroll deduction.

Employee Assistance Program

• Offers a confidential counseling hotline and up to six sessions with a Licensed Professional Counselor at no cost to the employee. This program is also available to dependents.

WORLDWIDE TRAVEL EMERGENCY PROGRAM AND WILL & LEGAL PREPARATION SERVICES:

• Limited 24/7 services anywhere in the world
• Will and limited legal service

Tuition Assistance

• The County offers partial reimbursement of qualifying tuition expenses

Bilingual Pay

• Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.