Job Description

Posting number: Planning Admin Spec Sept 2026

Department: PLANNING

Job classification: Planning Administrative Specialist

Posting type: Open

Categories: Administrative Assistant, Planning and Development

Summary

Performs intermediate skilled administrative support work performing a variety of administrative tasks involving data entry, specialized research, and clerical support to the Planning and Development department, and related work as apparent or assigned. Work is performed under the moderate supervision of the Planning and Development Director.

Our core values—Resilience, Excellence, Accountability, Customer Service, and Honesty—are the foundation of our work and the standard by which we operate. As a member of our team, you are expected to demonstrate these values in every aspect of your role. This means delivering high-quality work, taking responsibility for your actions, providing exceptional service, and maintaining integrity in all interactions. Your commitment to these principles is essential to fostering a positive workplace culture and ensuring the success of our organization and the community we serve.

Examples of duties

• Administers and manages various projects and programs.
• Receives phone calls and/or walk-in traffic; determines nature of business; handles questions or refers to proper personnel.
• Provides information concerning department activities, program policies and procedures.
• Prepares and maintains records and files on department programs and activities.
• Inputs a variety of permits, plan, and code information into our departmental permitting system.
• Submits departmental request to include vehicle maintenance, facility maintenance, and ITS.
• Manage departments vehicle fleet, to include monthly fuel reports.
• Manages and maintains the department budget. Including but not limited to processing and submitting purchase card statements, requisitions entry, refund requests, travel advances, travel statements, invoices, bank statements, and departmental bills.
• Manages the departmental inventory supply and replenishes as needed.
• Types a variety of correspondence; composes correspondence independently.
• Prepares and manages departmental contracts. Serves as a liaison between our department and external stakeholders.
• Performs specialized department tasks and duties as assigned.
• Serve as the Clerk to our departmental boards. Clerk duties include but are not limited to preparing and distributing agenda packets, contacting board members to establish quorum, setting up/breaking down meetings, attending meetings, and transcribing meeting minutes.
• Serve as the department FEMA contact and is responsible for all FEMA documentation associated with a natural disaster.
• Performs assigned functions as a Disaster Ready Team (DRT) member, if appointed or volunteer.
• Performs related tasks as required.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications

Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and of general administrative policies and practices; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to prepare effective correspondence independently; ability to operate standard office equipment including personal computer and knowledge of applicable software packages; ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships with associates and the general public.

Physical Requirements:

This work requires the frequent exertion of up to 10 pounds of force and occasional exertion of up to 50 pounds of force; work regularly requires standing, walking, sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires reaching with hands and arms and pushing or pulling and occasionally requires climbing or balancing, stooping, kneeling, crouching or crawling, tasting or smelling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data; work frequently requires exposure to wet, humid conditions (non-weather) and exposure to outdoor weather conditions and occasionally requires working near moving mechanical parts, working in high, precarious places, exposure to fumes or airborne particles, exposure to toxic or caustic chemicals, exposure to extreme cold (non-weather), exposure to extreme heat (non-weather), exposure to the risk of electrical shock, exposure to vibration, wearing a self-contained breathing apparatus and exposure to bloodborne pathogens and may be required to wear specialized personal protective equipment; work is generally in a quiet location (e.g. library, private offices).

Supplemental information

High school diploma or GED and extensive experience in clerical or office work, or equivalent combination of education and experience.

Special Requirements:

Valid Driver's License

Salary will be determined based on qualifications, internal equity, budget, and market considerations.