Planning and Developing Clerk

Planning and Development Clerk – $16.14 per hour

The City of Bay Minette is accepting applications for the full-time position of Planning and Development Clerk.

Summary

An incumbent in this position performs general office and clerical duties, to include disseminating information and assisting the public in in planning, zoning, and building permit related matters, and other assigned tasks in support of the daily operations of the Planning and Development Services Department. The Planning and Development Clerk works under the supervision of the Planning Director or other designated supervisor. No supervision is exercised over other employees.

Essential Functions and Responsibilities:

The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related or a logical assignment for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions within this classification but are determined by the normal requirements for the position.

– Serves as primary staff member to greet the public and answer incoming telephone calls and e-mails; provides information to the public regarding operations, policies and procedures of Planning and Development Services, including Planning, Building and Code Enforcement.
– Provides exceptional customer service when assisting the public regarding Planning and Development related matters.
– Receives, copies, scans, files, and maintains a variety of departmental records (paper and electronic filing systems), to include departmental files, lists, letters, memoranda, logs, and reports, using Outlook, Word, PowerPoint, Excel, or other software.
– Processes and reviews applications for City regulation compliance.
– Assists the public in filing applications via the on-line permitting process.
– Serves as primary staff member for accepting/issuing building permits, accepting payments, and scheduling inspections
– Prepares departmental correspondence, including public meeting notices, postings, certified mailings, agenda preparation, meeting minute transcriptions, and other correspondence as required.
– Receives, records, prepares, and processes administrative and financial documents, to include purchase orders, requisitions, timesheets, work orders, monthly reports, calendars, expense invoices, and travel requests.
– Manages the Planning and Development Services Department website, including the creation of forms, applications and other public informational materials.
– Accepts applications for Zoning Verification Requests and property assessments, compiling information from various departments and completing property assessments.
– Maintains the Planning Departments financial records, including processing payment receipts, daily financial reporting, and monthly credit card reporting.
– Monitors and processes office supplies to ensure adequate inventory, creates purchase order requisitions; forwards completed requisitions for approval and processing; maintains adequate documentation of purchase orders and invoices; maintains department asset inventory.
– Recommends policies and procedures that guide and support the provision of quality services by the department.
– Incorporates continuous quality improvement principles in day-to-day activities.
– Completes departmental monthly reporting.
– Serves as Notary Public.
– Maintains relevant databases and permanent records.
– Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.
– Must meet regular attendance requirements, be task oriented, and organized.
– Must be able to establish and maintain effective working relationships with staff, co-workers, managers, and citizens.
– Assists other departments as necessary.
– Performs other related duties as requir d.

Minimum Qualification Requirements:

– High school diploma or GED required, preferably supplemented by two years of college coursework in business administration, accounting, secretarial science, or a related field.
– A minimum of two years of administrative assistant experience is required, preferably including or supplemented by experience working in a governmental environment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
– Must be proficient in Microsoft Office products, to include Outlook, Word, PowerPoint, and Excel.
– May be required to possess and maintain a valid driver license from state of residence.

Essential Requirements to Perform Essential Job Functions:

The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification but are determined by the normal requirements for the particular position.

– Knowledge of the principles, practices, and methods of customer service and administrative support.
– Knowledge of computers, utilizing the Internet, and job-related software programs, to include high proficiency in Microsoft Office programs, such as Outlook, Word, PowerPoint, and Excel.
– Knowledge of basic arithmetic and the use of arithmetic formulas.
– Knowledge of generally accepted office procedures, processes, forms, and equipment.
– Knowledge of map reading or the ability to readily acquire such knowledge.
– Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
– Skill in conversing with others and exercising excellent interpersonal communication.
– Ability to maintain accurate, organized, and detailed records and filing systems, either manually or by computer, related to the department assigned.
– Ability to manage and balance multiple tasks simultaneously.
– Ability to work independently or in a team environment.
– Ability to operate a variety of automated office equipment, including computer, printer, calculator, copier, scanner, label maker, and telephone.
– Ability to utilize current computer application software, including word processing, spreadsheets, and database software.
– Ability to follow oral and written instructions.
– Ability to adapt to different situations.
– Ability to work independently, when needed.
– Ability to address inquiries in a complete, concise, and courteous manner.
– Ability to maintain confidentiality of records, requests, inquiries, and other information.
– Ability to establish and maintain effective working relationships and to communicate courteously, respectfully, and effectively with supervisors, other employees, and the general public.

Physical Requirements:

Note: Physical demand requirements are at the level of those for sedentary work. Some lifting may be required.

PHYSICAL REQUIREMENTS: Must be able to operate a variety of automated office equipment, including a computer, printer, calculators, typewriter, copy and facsimile machine, and telephone.

DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics of