Planning Services Coordinator

City of Altamonte Springs; Town of Florida (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

City of Altamonte Springs seeks a dedicated professional to perform specialized technical, administrative, fiscal, and systems-support work for the Growth Management Department. You will manage records governance, public records coordination, and data systems to promote compliance and efficiency.

The role requires coordinating planning projects, maintaining project records, and supporting procurement and budgeting processes.

Qualifications

• Bachelor's degree and 3+ years in local government planning, records management, or admin support.
• Experience coordinating administrative processes, tracking projects, maintaining databases, or managing departmental records.
• Proficiency with Microsoft Word, Access, and Excel, including document formatting and data management.
• Experience managing digital and physical records with high accuracy and attention to detail.

Responsibilities

• Coordinate special projects and assist with Planning Services division activities; maintain records and supporting materials.
• Track long-range development commitments and mobility program participation.
• Support fiscal and procurement activities including invoices, purchase cards, vendor coordination, and recordkeeping.

Skills

Microsoft Word

Microsoft Access

Microsoft Excel

ArcGIS

Education

Bachelor's degree

Tools

Laserfiche

Tyler Enterprise Permitting & Licensing

Job description

Perform specialized technical, administrative, fiscal, and systems-support work for the Growth Management Department. Responsibilities include departmental records governance, public records coordination, budget and procurement support, database administration, workflow management, performance reporting, document control, and process improvement initiatives. This position serves as a departmental resource for information management, technology systems, operational efficiency, and compliance with records retention and City policies.

• Coordinate and assist with special projects and assignments led by the Planning Services Division, including but not limited to, comprehensive planning, mobility management, legal agreement, long-range planning, code updates, and related operational activities; maintain project records, tracking systems, documentation, and supporting materials to ensure accurate information and effective project coordination.
• Track and monitor long range development commitments such as mobility performance contributions and mass transportation program participation.
• Support departmental fiscal and procurement activities, including invoice intake, purchase card documentation, vendor coordination, expenditure tracking, and related recordkeeping in accordance with City policies and procedures.
• Manage the organization, maintenance, security, retention, disposition, and public records coordination of departmental records related to planning, zoning, development review, site plans, permits, and legal agreements; ensure compliance with Florida law, state retention schedules, and City policies; conduct routine records audits and eligibility reviews; coordinate with the City Clerk and other records management staff; and support timely, accurate responses to internal and external public records requests.
• Maintains the confidentiality of protected information in accordance with applicable laws and City policies
• Administer and maintain departmental databases, document management systems, and shared repositories, including Enterprise Permitting & Licensing, Access databases, Laserfiche, and other information management platforms; ensure data integrity, system consistency, document accessibility, and compliance with records retention requirements.
• Maintain, update, and standardize department forms, applications, procedural guides, workflows, templates, and internal reference materials to promote consistency, efficiency, and compliance across departmental operations.
• Provide administrative, technical and procedural support to planners through research, document retrieval, data management, report preparation, and maintenance of departmental systems, records verification, and operational resources.
• Coordinate with other departments to ensure availability of current and accurate data across shared work systems and resources, including ArcGIS.
• Support onboarding and training of staff related to records systems, file structures, and document management practices.
• Identify opportunities for process improvements, digitization, and use of emerging technologies, including AI-assisted tools, to improve records accuracy and efficiency.
• Must have reliable transportation to and from work and be able to travel between City sites or complete occasional work-related errands. Driving is not an essential function of this position, and a valid Florida driver’s license is not required.
• Perform additional duties as assigned. Be available for emergency call-outs.
• Complete required trainings as specified within the City’s Comprehensive Emergency Management Plan.
• In the event of an emergency, all employees are considered essential and may be required to perform duties outside of their normal job description.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree and three (3) years of experience in local government planning, zoning, records management, or administrative support; or an equivalent combination of education, training, and experience
• Experience coordinating administrative processes, tracking projects, maintain databases, or managing departmental records.
• Proficiency with Microsoft Word, Access, and Excel, including document formatting, tables, and data management.
• Experience managing digital and physical records with a high level of accuracy and attention to detail.

PREFERABLE QUALIFICATIONS:

• Experience in local government planning and zoning work.
• Experience with Laserfiche or similar electronic document management systems.
• Experience with ArcGIS web maps or similar.
• Working knowledge of Florida public records laws and records retention requirements.
• Experience utilizing Tyler Enterprise Permitting & Licensing software.
• Willingness to adopt AI and emerging technologies.

Applicants must authorize and undergo Level 2 fingerprint-based state and national criminal history screening. Employees in this position are subject to continuous criminal history monitoring throughout employment.

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