Planning & Zoning Administrative Assistant

Campbell County Fiscal Court; Newport (KY); On-site; USD 22,000 - 33,000; Full time

Job summary

Campbell County Fiscal Court is seeking an Administrative Assistant for the Planning & Zoning Department. The role supports daily operations, maintains records, and acts as secretary for boards and commissions.

The position requires a High School Diploma or equivalent with two years of clerical experience; an associate degree is preferred. Valid driver’s license and ability to attend evening meetings are required.

Qualifications

• High School Diploma or equivalent plus two years of clerical and administrative experience.
• Associate degree or coursework in business admin, design, construction, data management or related field preferred and may substitute for experience.
• Must maintain a valid Driver’s License and acceptable driving record.
• Must be able to attend evening meetings with advance notice.

Responsibilities

• Greet on-site visitors; provide information and directions.
• Serve as secretary for boards and commissions; publish notices, prepare packets, minutes, and records.
• Attend public meetings as requested.
• Process Planning & Zoning applications and route to appropriate team member.
• Maintain updates to zoning ordinance and subdivision regulations.
• Assist Building Permit Clerk with data entry and permit processing.
• Schedule daily inspections and appointments.
• Assist with data collection, records organization, and file retention.
• Prepare monthly Planning & Zoning reports.
• Handle interagency requests related to addressing and encroachments.
• Prepare informational summaries and transmittal letters.

Skills

Interpersonal skills

Office software

MS Office

Read plans/maps

Record keeping

Discretion

Teamwork

Confidentiality

Education

High School Diploma or equivalent

Job description

CAMPBELL COUNTY FISCAL COURT

POSITION DESCRIPTION:

Position Title: Administrative Assistant - Planning & Zoning

Department: Planning & Zoning Department

Reports To: Planning & Zoning Director

FLSA Status: Non-Exempt, hourly

Employment Status: Full Time – 80 hours Biweekly

Pay Grade: 3

SUMMARY:

The Administrative Assistant serves as the primary technical assistant for Planning and Zoning department and maintains records of business transactions related the department which includes planning, zoning and building inspections.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: includes, but are not limited to:

• Welcomes on-site visitors, provides in-person and telephone customer service determining the nature of business and providing applications, general information and direction to appropriate team member.
• Serves as the secretary for boards and commissions served by the Planning & Zoning department (maintaining meetings schedules, publishing legal notices, preparing meeting packets, attending meetings, preparing minutes and maintaining the administrative record).
• Attends public meetings as requested.
• Accepts and processes applications submitted to Planning & Zoning department and refers the application to the appropriate team member.
• Maintains text updates to the zoning ordinance and subdivision regulations as requested.
• Assists the Building Permit Clerk with data entry and processing of building permits.
• Schedules daily inspections and appointments for planning and building team members.
• Assists with data collection, records organization and file retention for the department.
• Prepares monthly Planning & Zoning reports as requested.
• Assists with interagency requests for addressing and encroachments as requested.
• Prepares or composes informational summaries, transmittal letters, or other documents related to the work of the department.
• Serves as a review editor for other team members.
• Assumes duties/responsibilities of coworkers and performs other duties as assigned.

QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES):

• Excellent interpersonal skills and ability to interact tactfully and courteously with coworkers, county officials, city officials and members of the general public.
• General computer software, application and systems knowledge and ability to create and maintain thorough, accurate records.
• Intermediate/advanced proficiency using Microsoft Word, Excel, Outlook and PowerPoint as well as web browsers.
• Ability to read and interpret simple plans and maps.
• Ability to prepare and process department correspondence.
• Ability to maintain detailed electronic and paper files.
• Ability to exercise sound judgment.
• Ability to work under general supervision.
• Must be able to maintain confidentiality.

EDUCATION AND EXPERIENCE:

High School Diploma or equivalent, plus two years of clerical and administrative office experience required. An associate’s degree or coursework in business administration, design, construction, data management or any other job-related field preferred and may substitute for experience.

NECESSARY SPECIAL REQUIREMENTS:

• Must maintain a valid Driver’s License and acceptable driving record; and
• Must be able to attend evening meetings with advance notice.

PHYSICAL REQUIREMENTS:

• Ability to meet the physical demands of the job which include, but are not limited to, sitting, walking standing, reaching, stooping, kneeling, crouching, and lifting and/or moving objects that weigh up to up to 25 pounds.