Highly motivated, organized professional to provide skilled administrative support to the Town Planner. Reports directly to the Town Planner. Works closely with the public, developers, elected officials, and department heads to provide customer service on planning issues. Conducts research and mapping functions and prepares reports on various issues as directed. Must be a proactive team player who is flexible, able to multi task, and enjoys working with the public. The hours of the position are Monday through Thursday from 9am until 5pm and Friday from 8am until 4pm. Requires attendance at a minimum of two (2) nights per month to attend meetings, as needed.
ESSENTIAL FUNCTIONS OF THE JOB: The listed examples may not include all duties performed by this position, as duties may vary from time to time at the discretion of the supervisor. All requirements are subject to possible modification to reasonably accommodate an individual with a disability.
Respond in a timely manner to resident and developer questions. Interpret, analyze, apply, and maintain the Towns Land Development Regulations and Policies, including the Zoning Ordinance, Subdivision Regulations, Municipal Code, Design Guidelines, and other Land Use regulatory documents.
Prepare various types of correspondence that sometimes require considerable research and discretion for internal and external entities.
May interact daily with Town officials, supervisors, Town staff, citizens, and external State, Local, and Federal jurisdictions
Aid individuals submitting Planning applications and communicate with applicants and developers to provide up-to-date project information.
Prepare and distribute public notices as necessary.
Coordinate and track staff review of development applications (i.e. subdivisions, site plans, variances).
Initiate and maintain a variety of files and records for the Town Planner, including permit tracking, project files, annual training requirements, and committee member information.
Create and deliver committee meeting packages.
Manage meeting calendars and maintain department forms, schedules, and online resources.
Research and compile information and statistical data on a variety of planning issues from multiple sources for special projects, including field work, collecting parcel data, and searching land records.
Draft public information correspondence and monitor the Towns website and social media platforms
to ensure accurate and timely information.
Plan, prepare, and assist Town Staff at various meetings; take effective notes and transcribe recorded minutes for use as a permanent record. Ensure records are maintained and updated. Preform follow up work as necessary.
Schedule and prepare staff meetings. Take and distribute notes at meetings as required; perform followup work as appropriate.
Accept, research, and respond to Zoning Code Violation reports, to include maintaining a tracking log of violations and managing the Town response. Perform periodic inspections in Town to identify violations and maintain Town ordinances.
Develop and maintain accurate systematized tracking systems, hard copy files and records of all Town address files and building permits processed.
Provide comprehensive planning information regarding Town permit processes and procedures and
related documentation in an understandable, service-oriented manner to customers with varying degrees of technical knowledge.
Assists with processing residential building permit applications in accordance with the Towns Zoning Ordinance and Regulations and building requirements.
Handle sensitive information in an appropriate manner and maintain complete confidentiality as needed.
Assist in providing friendly and responsive customer service on a 4-line phone system, respond to routine questions and requests for information, and route calls as appropriate.
Assist with other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of office practices, procedures and equipment; proficient in Microsoft Office products to
include Word, Excel, PowerPoint, Outlook, Adobe Photo Shop/Illustrator and Publisher.
Ability to express ideas clearly and concisely, both verbally and in writing, and be able to communicate with tact and professionalism under various conditions.
Ability to cope with a considerable volume of detailed work and adapt to interruptions in work flow.
Ability to effectively manage ones time, solve problems, and exercise sound judgement.
Ability to read, interpret, and understand maps and construction documents.
Ability to apply rules and regulations as they relate to job duties and exercise good judgment in evaluating situations
Ability to read, understand and apply Code to real life situations.
Ability to establish and maintain effective working relationships with the public, professional colleagues, representatives of other public agencies and other employees
Knowledge of Economics, Sociology and Municipal Finance as applied to Town Planning/Codes
Excellent organizational skills with attention to detail and accuracy.
Ability to sit and/or stand for extended periods of time and occasional light lifting required.
Most work will be performed in an office setting; however, some work is required in the field. Must be willing to go on job sites to perform inspections, run errands, and mail or receive documents in various weather conditions.
Associates Degree and four (4) years of experience in an administrative support position, preferably in a municipality. An equivalent combination of education and relevant experience may be considered. Degree in Urban Planning, Architecture, or related area of study preferred.
Must possess a valid drivers license in the State of Tennessee or other mid-south State within driving distance for daily travel.
Prior experience in development, construction, planning as it relates to administrative duties, preferred.
Applicants must also complete all requirements established by the Town for employment. This may include, but is not limited to, a comprehensive background investigation and a job-related medical examination, including a drug screening test.
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