Office Manager/Secretary Planning Department

I. OFFICE MANAGER/SECRETARY

Department - Planning and Development Department

Supervisor - Director of Planning and Development

Date Revised – November 3, 2023

II. Job Statement

The purpose of this position is to perform a variety of administrative/supervisory duties and clerical/receptionist services, which includes coordinating activities within the County Planning and Development Department, assigning work to some clerical employees and providing grant management. Work performed is under the direct supervision of the Planning Director.

III. Job Duties/Responsibilities

1. Coordinate office activities and oversee work of other office employees as needed; report to Planning Director.

2. Assist with preparation and administration of non-Community Development Block Grants (CDBG); oversee contract and grant requirements.

3. Format and type various letters and reports.

4. Sort, record, and file non-CDBG documents; distribute mail to appropriate staff; maintain non-CDBG grant files.

5. Act as a receptionist; answer telephone and greet visitors; furnish information and direction.

6. Maintain current mailing lists and telephone numbers for various committees, local government officials, and other frequent contacts.

7. Schedule appointments and meetings for staff as needed.

8. Attend Monthly Evening County Planning Commission Meetings; take and transcribe minutes from meeting and other meetings as assigned.

9. Organize and maintain office files, sorting and indexing office correspondence and materials, including the planning library.

10. Maintain general office supply inventory and the purchase order system.

11. Assist with Department invoicing and payment preparation; track and maintain current budget expenditures database.

12. Maintain up-to-date data necessary for office functions, including reports and databases.

13. Keep Department webpage and social media up-to-date.

14. Assist with the subdivision and land development review process as necessary; maintain databases for subdivision and land development reviews and receipt of review fees.

15. Able to react productively to change and handle other essential duties as assigned.

IV. Job Specifications

A. Education – Associate Degree in Administrative Assistance or equivalent required.

B. Experience - Previous professional office experience preferred.

C. General Requirements

1. Good working knowledge of office terminology, procedures, and use of office equipment, including a computer, copier, fax and telephone.

2. Good knowledge of business arithmetic and English grammar; and ability to speak, write and edit effectively.

3. Ability to type from clear copy or rough draft at a reasonable rate of speed.

4. Ability to understand and follow simple and complex oral and/or written instructions.

5. Ability to communicate in an appropriate manner and get along well with others.

6. Ability to make minor and major decisions using good judgment and acting in accordance with established policies or regulations.

7. Ability to work independently and be proactive.

D. Specific Requirements

1. Supervisory skills with the ability to assign and review the work of others if needed.

2. Ability to speak and write effectively.

3. Ability to prioritize work tasks efficiently.

4. Knowledge of office and bookkeeping methods and procedures.

5. Good working knowledge of Microsoft Word, Excel and Outlook; familiarity with Microsoft Access and Publisher.

6. Knowledge of QuickBooks preferred, but not required.

7. Ability to operate basic office equipment including a computer, calculator, copier, fax and telephone.

8. Ability to set up virtual meetings and use laptop with digital projector for such meetings.

E. Physical Requirements

Lifting/Pushing - 3

Climbing/Balancing - 1

Stooping/Bending - 2

Standing/Walking - 3

Grasping/Reaching - 1

Repetitive/Dexterity - 4

Sitting - 5

Hearing - 5

Speaking - 5

Vision - 5

Environmental

Inside - 5

Outside - 1

Heat/Cold - 0

Wet/Dry - 0

Noise/Vibrations - 0

Hazards - 0

Fumes/Dust/Odors - 0

Job Type: Full-time

Pay: $28,200.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person