Planning Assistant
Planning Assistant
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Job Description
Starting Pay: $29.68 - $32.30/Hour
Please click the link below for Benefits Information:
Under limited supervision provides administrative support to the Director of Planning & Sustainability Assistant Directors and Planning Department staff in all facets of project management meeting coordination official document organization and recording and public notices. These duties include but are not limited to meeting coordination; Boards & Commissions communications; preparation and processing of meeting agendas notices and minutes; processing/maintaining documentation; Planning & Development project tracking; budget creation and tracking; accounts payable; office management; and the coordination of a variety of activities and special projects.
II. Essential Job Duties
A. Preparation of Agendas Notices and Minutes
- Attends monthly Planning Commission meetings and manages meeting software and live voting systems.
- Attends Sustainability Commission meetings and transcribes the minutes.
- Attends Franklin Transit Authority Board meetings and transcribes the minutes.
- Composes and/or coordinates the preparation of detailed minutes of the Planning Commission meeting.
- Assists in preparing documentation for the Planning Commission meeting including proofing agendas coordinating legal notices roll call agendas and other necessary documentation.
- On behalf of Planning staff updates necessary item tracking information (recommendations votes placing items on agendas for various readings etc.) in the Citys agenda software continuously throughout the Planning Commission and Board of Mayor and Aldermen approval process.
- Proficiently utilizes electronic meeting agenda software.
- Maintains and files Board & Commission meeting agendas and minutes.
- Obtains member signatures on documents as required.
- Creates and publishes official notification of public hearings as required.
- Coordinates departmental mailers for various applications and planning projects.
B. General office support
- Answers multi-line telephone; provides information and assistance; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.
- Responds to and/or forwards emails to appropriate parties.
- Maintains office supplies; purchases supplies.
- Schedules rooms and catering for meetings and events.
- Proofreads and types correspondence for key staff and to Boards & Commissions.
C. Purchasing/Accounts Payable/Budgeting
- Tracks actual spending and maintains department internal budget.
- Processes documentation pertaining to accounts payable; reviews invoices packing slips and delivery receipts for accuracy and completeness; assigns appropriate budget codes to invoices and processes for payment.
- Maintains a thorough understanding and working knowledge of account codes applicable to the Citys General Ledger; Reconciles purchasing card expenditures for Planning Department staff (14 individuals).
- Assists Department Director in compiling creating and submitting the budget for Planning and Sustainability.
- Verifies contract balances for projects with the Finance Department and maintains a payment request report on each contract.
- Functions as the primary liaison between the Planning and Finance Departments for accounting issues related to Planning projects.
D. Reporting and Documentation Management
- Functions as a liaison between the Planning department and Administration for Open Records Requests; assists with public outreach and responds to requests for information about the City the Planning Department and specific projects.
- Composes edits prepares or completes various forms correspondence reports agendas and other materials to support staff; prepares information packets for various Commission members.
- Assists with the management of weekly legal notices for Franklin Municipal Planning Commission (FMPC) Board of Zoning Appeals (BZA) Historic Zoning Commission (HZC) Civil War Historical Commission (CWHC) and Sustainability Commission.
- Manages the Vesting Expirations Spreadsheet tracking development project information and critical dates per state law requirements.
- Maintains related records in digital archiving system (e.g.OnBase) and other assigned locations.
- Tracks number and type of applications and funds collected in a Monthly Report.
III. Other Job Duties
Performs other job duties as assigned including:
- Researches files databases or other records in Planning or other City departments as directed to compile information or answer inquiries.
- Assists in coordinating special projects.
- Functions as a liaison between the City and outside entities; assists with public outreach; responds to requests for information about the City the Planning & Sustainability Department and specific planning or development projects.
- Schedules use of conference room.
IV. Primary Job Challenges
- Primary challenges of this position include prioritizing work in a high-volume environment and keeping up to date on guidelines and procedures.
V. Equipment Operated
- Office equipment including computers copiers printers fax machines and multiline telephone.
VI. Key Competencies Required
- Job Content Knowledge:
Has general knowledge of the policies procedures and activities of the City and the assigned department as they pertain to the performance of duties relating to the general knowledgeable of secretarial practices as necessary in the completion of daily how to keep abreast of any changes in policy methods computer operations equipment needs and policies etc. as they pertain to departmental operations and comprehensive knowledge of the terminology principles and methods utilized within the knowledgeable and proficient with computers. Type and to record/transcribe dictation accurately and with appropriate speed.
- Language Skills:
Read analyze and interpret common scientific and technical journals financial reports and legal to common inquiries or complaints from customers regulatory agencies or members of the business community. Write speeches and articles for publication that conform to prescribed style and present information to topmanagement public groups and/or boards of directors.
- Mathematical Skills:
Add subtract multiply and divide in all units of measure using whole numbers common fractions and rate ratio and percent and to draw and interpret bar graphs.
- Reasoning:
Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. In decision making some choices are known while others may need to be reliance on precedent. Interpret a variety of complex instructions furnished in written oral diagram or schedule form.
- Teamwork:
Develops constructive and cooperative working relationships with others.Encourages others to express their ideas and input into identifying and solving need of others for information about job tasks and work environment and provides it to them in a timely assists others with job tasks when appropriate.
VII. Physical Demands and Work Environment
Physical Demands: Performance of the essential duties of this job requires the incumbent to:
- Must be able to remain in a stationary position 75% of the time.
- Occasionally move about inside the office/building to access file cabinets office machinery the public etc.
- Regularly operates a computer and other office productivity machinery such as a calculator copy machine computer printer and telephone.
- Regularly positions self to maintain office area and items needed to complete daily tasks.
- Regularly communicates information and ideas so others will understand. Must be able to exchange accurate information in these situations.
- Occasionally moves/transports up to 10 pounds.
Work Environment:
- The work environment is moderately noisy (examples: business office with computers and printers light traffic).
VIII. Qualifications
Education and Experience:
- The required knowledge skill and abilities to satisfactorily perform job duties are normally acquired through attainment of an associates degree or equivalent from a two-year College or technical school; plus a minimum of one year of related experience and/or training; or equivalent combination of education and experience.
Required Certifications/Licenses:
- None
Employment Type
Full Time
