Planning Assistant

Responsible for providing planning, research, and administrative support for the Planning Department. Plays a vital role in the day-to-day activities of the department by working to provide professional tasks to ensure the provision of efficient and effective services. This position is knowledgeable of policies and procedures in regard to the Planning and Zoning Department.ESSENTIAL JOB FUNCTIONS

• Coordinates daily activities of offices, coordinates department projects and activities, monitors status of projects/workflow and troubleshoots problem situations, follows progress of assignments to other staff members as assigned, works to independently resolve problems and initiate appropriate action/response
• Provides administrative and specialized support for the department; Composes, types, or edits correspondences; keeps management informed of significant matters, messages, documentation, or other information; represents management at meetings as assigned
• Researches and compiles various statistical and/or administrative data using various sources; analyzes data and identifies trends; summarizes data and prepares reports.
• Assists Planning Director in conducting various special projects; oversees projects as assigned, and keeps Director informed of project issues, progress, and findings
• Coordinates departmental communications and conveys information as appropriate; serves as liaison with other County departments and governmental organizations.
• Coordinates and provides administrative support for Board of Supervisors meetings, Planning Commission meetings, Board of Zoning Appeals meetings, or other meetings; prepares meeting agendas, packets, presentation materials, etc., submits meeting notices to applicants, adjacent property owners or other individuals as appropriate; prepares legal advertisement and coordinates arrangements for meeting rooms, equipment, food/beverages, and supplies; records and transcribes meeting minutes, distributes meeting documentation, and maintains records
• Reviews, monitors, and processes all documentation relating to accounts payable, budget, purchasing, and financial records; makes recommendations as needed to meet needs of department
• Receives and reviews land use applications and forwards as appropriate
• Receives payment for application fees or other departmental fees/services; records transactions, issues receipts, and forwards revenues as appropriate; prepares daily reports for transmittal to Treasurer
• Maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff; processes travel reimbursements
• Establishes and maintains computerized and hard-copy file systems of departmental records
• Establishes and maintains all zoning permits
• Monitors, maintains and orders inventory of department forms and supplies
• Performs customer service functions, interprets codes and provides information to the public on routine issues, directs callers/visitors to other personnel as appropriate, responds to routine questions/complaints/inquiries and initiates problem resolution
• Communicates with supervisor, employees, other departments, etc. to coordinate work activities, review status of work, exchange information, or resolve problems.
• Prepares draft minutes, finalizes adopted minutes, and maintains minutes per the Virginia Library of Congress under the Virginia Public Records Act.

NON-ESSENTIAL JOB FUNCTIONS

• Performs a variety of clerical and administrative functions
• Provides assistance to other employees or departments as needed
• Performs notarization of documents as needed
• Advises Planning Director and Zoning Administrator on community relations issues and assists with organizational outreach; obtains information from other department or agencies as requested
• Performs related duties as directed

Education and Experience:
Education equivalent to a high school diploma supplemented by 1 year of experience and/or training involving office management, bookkeeping, secretarial work, planning/zoning office operations, meeting coordinator, records management, and personal computer operations

Special Qualifications:
Must possess satisfactory results of a criminal history background check. Must possess and maintain a valid Virginia driver’s license.

Knowledge, Skills, and Abilities: 

• Considerable knowledge of the policies, procedures, and activities of the County and of planning/zoning practices
• Considerable knowledge of secretarial and office management practices, and of the operation of standard office machines and equipment used within the department
• Knowledgeable and proficient with computers and with software programs typically used within the position
• General knowledge of accounting principles, bookkeeping practices, and related procedures
• Has knowledge of principles and practices associated with planning/coordinating meetings
• Ability to stay abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities
• Knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position
• Ability to assemble information and make written reports and documents in a concise, clear, and effective manner
• Ability to use independent judgment and work with little direct supervision as situations warrant
• Mathematical ability to handle required calculations using percentages and decimals
• Ability to read, understand, and interpret financial, technical, and computer reports and related materials
• Ability to provide the highest level of customer service
• Ability to effectively communicate and interact with supervisors, officials, members of the general public, and all other groups involved in the activities of the department
• Ability to exercise tact and discretion in handling confidential personnel information

PHYSICAL DEMANDS

This position classifies the physical exertion requirements as moderate. Tasks involve the ability to exert moderate, though not constant, physical effort typically involving some combination of stooping, kneeling, crouching, and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds). Requires visual perception and discrimination. Ability to distinguish sounds, colors, and odors.

WORK ENVIRONMENT

Essential functions are regularly performed in an office setting.  

DisclaimerThe above information in this description has been designed to indicate the general nature and level of work performance by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications as required of employees assigned to this job. In compliance with the Americans with Disabilities Act, Culpeper County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. 

General Sign-off: The employee is expected to adhere to all County policies and to act as a role model in the adherence to the policies.