Administrative Assistant to Planning and Zoning

*EXEMPT: NO SALARY LEVEL: N7* *DEPARTMENT: PLANNING AND ZONING * *REPORTS TO: TOWN PLANNER* *LOCATION: TOWN HALL SOUTH, 50 BOSTON STREET* *HOURS: 8:30AM-4:30PM* *POSITION SUMMARY:* Under supervision of the Town Planner, provides administrative assistance to the Town Planner and the Zoning Enforcement Officer.
Represented by the Guilford Employee Association (GEA).
*ESSENTIAL DUTIES AND RESPONSIBILITIES: * · Assists applicants in filing Planning and Zoning applications in person, by phone, by mail, or by e-mail.
· Receives and stamps-in all applications, processes applications within electronic permit system and manually via hard-copy filing, alerts applicants of missing or incomplete information.
· Assists with distribution of all permits, electronically or in-person.
· Receives and places telephone calls for the Planning and Zoning Department.
· Routes incoming calls to the proper department.
· Picks up and distributes interoffice mail on a rotating basis.
· Reads and routes incoming mail within land use office.
· Locates and attaches appropriate file to correspondence to be answered by the Planning and Zoning Office, the Planning and Zoning Commission, and/or the Zoning Board of Appeals.
· Composes, types, and files routine correspondence and other records.
· Calculates and collects proper application fees, maintains ledger of receipts, and makes timely deposits.
· Time-stamps documents and files in accordance with time requirements with the * Town Clerk and per State statute.
· Prepares quarterly state tax reports of application fees collected.
· Schedules appointments for the Town Planner and the Zoning Enforcement Officer.
· Prepares and distributes Planning and Zoning Commission and Zoning Board of Appeals agendas, and prepares information for meetings, including managing all posts to Town website.
· Manages the Planning and Zoning general email account; answers or forwards emails to appropriate parties.
· Prepares and send monthly agendas to the contact distribution list as per State statute.
· Prepares, posts, and publishes legal notices for public hearings and other items under the jurisdiction of the Planning and Zoning Commission and Zoning Board of Appeals in accordance with local and State ordinances and laws.
· Prepares minutes of all Planning and Zoning Commission and Zoning Board of Appeals meetings.
* Researches and drafts reports, records and correspondence for the Town Planner, Zoning Enforcement Officer, Planning and Zoning Commission Chairman, and Zoning Board of Appeals Chairman’s signature.
* Scans and files all correspondence both digitally and physically per office standards.
* Maintains all digital and physical hard copy files of all Commission and Board applications, correspondence, agendas, notices and all other legal documents as required by statute.
Prepares Return of Record in cases of appeal.
* Acts as back-up to the Natural Resources Administrative Assistant by helping at the counter, receiving permits and fees, preparing agendas, mailings, and taking minutes at Inland Wetlands Commission meetings, when required.
* Receives financial guaranties as allowed by the zoning regulations.
Maintains files in surety database, creates surety accounts at the bank, updates interest on sureties, assists in release of sureties and prepares annual report of sureties for Finance Department.
* Tracks actions of the Commission and Board on an annual basis; creates database to assist Town Planner with annual action reports and budgets.
* Assists in maintenance of Town of Guilford Zoning Ordinance, including making text revisions and distribution of updated regulations.
* Orders office supplies and stationery for department.
* Prepares invoices and check requisitions.
* Complies with all proper safety procedures and regulations and ensures that everyone in the department follows proper safety procedures and regulations.
* Treats other employees, and any others with whom there is contact, with courtesy, respect and professionalism.
* Performs other duties as may be assigned.
*KNOWLEDGE, SKILLS, AND ABILITIES:* * Knowledge of local government and the structure of the Town of Guilford.
* Knowledge of basic computer systems including Word, Excel, and PowerPoint.
* Skills in writing and creativity.
* Skills in note taking and/or shorthand.
* Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
* Ability to follow oral and written instructions.
* Ability to compose correspondence, letters, press releases, articles for publication.
* Ability to calculate figures and amounts.
* Ability to type 55 words per minute.
* Ability to establish and maintain effective working relationships with staff, public and committee members.
* Ability to speak clearly and concisely both in oral and written communication.
* Ability to work with standard office equipment including, but not limited to copy machine, fax machine, and multi-line phone system.
* Ability to work evenings for minute-taking at meetings.
* Ability to perform duties with awareness of all Town requirements and policies.
* Ability to work independently.
* Ability _to comply with all applicable federal, state, and local safety and health regulations that would apply to this job.
_ * Ability to establish and maintain satisfactory working interpersonal relationships with other employees, the general public and volunteers.
* _Ability to treat other employees, and those with whom they come into contact, including the public, with courtesy, respect, and professionalism.
_ *PHYSICAL DEMANDS:* The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear.
The employee occasionally is required to walk and reach with hand and arms.
The employee needs grip strength to take shorthand and/or minutes for long periods of time.
The position frequently requires extensive typing on the computer.
The position requires the individual to meet deadlines with severe time constraints and to interact with the public and other workers.
Specific vision abilities required by the job include close vision and the ability to adjust focus.
Some stress involved with employee and public contact.
The employee must occasionally lift and/or move up to thirty (30) pounds.
*EDUCATION AND/OR EXPERIENCE:* High school diploma or general education degree (GED) plus two years of business school/college, and two years of related experience or equivalent combination of education and experience.
*WORK ENVIRONMENT:* The work environment characteristics described here are representative of those an employee encounters while performing the essential function of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is generally moderate to noisy.
Job requires frequent interaction with general public.
While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.
The information contained in this job description is for compliance with the American with Disabilities Act (A.
D.
A.
) and is not an exhaustive list of the duties performed for this position.
Additional duties may be required.
Job Types: Full-time, Temporary Pay: $22.
00 per hour Expected hours: 35 per week Benefits: * 401(k) matching * Dental insurance * Employee assistance program * Employee discount * Health insurance * Life insurance Schedule: * 8 hour shift * Day shift Work Location: In person