Planning Clerk

This is a journey-level position utilizing a balanced amount of independence, judgement, and discretion. This classification is responsible for providing clerical, administrative, and customer service support for public boards and commissions, including but not limited to, the City Planning Commission, Commission of Architectural Review, Board of Zoning Appeals, History and Culture Commission, Urban Design Committee, and Public Art Commission.

Supervision Exercised/Received:

• Exercised: typically does not supervise other employees
• Received: typically reports to a Deputy Director, Senior Manager, or Program and Operations Manager
• Note:other reporting relationships may apply

Duties may include but are not limited to:

• Preparing documents/public notices for meetings and workshops
• Providing administrative and technical support at meetings and workshops
• Taking minutes, transcribing notes, and using audiovisual devices to record meetings
• Assisting with the management, retention, and responses to inquiries of public records
• Preparing, filing, and retrieving documents (both in paper and electronic format)
• Providing customer service (telephone, e-mail, and in-person correspondence and routing)
• Creating publications, presentations, and content for websites and public distribution

Note:

• Class description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. The employee may perform other duties of a similar nature or level subject to the needs of the department.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge (some combination of the following):

• City rules, legal codes, board and commission functions, and parliamentary processes
• Common office software, such as Microsoft Office Suite (Outlook, Word, PowerPoint)
• Standard office equipment, including computers, telephones, copiers, fax machines, scanners, presentation easels, and audiovisual devices
• English language and grammar
• Basic knowledge of state and local land use laws and zoning codes
• Basic knowledge of principles, methods, and practices of land use planning and zoning, and how they affect each other

Skills (some combination of the following):

• • Document preparation and handling
  • Administrative and technical support
  • Meeting management
  • Public records management
  • Customer service
  • Content creation including presentations, publications, content for websites and public distribution

Abilities (some combination of the following):

• • Be adaptable
  • Think critically, utilizing logic and reason to identify solutions
  • Effectively communicate with staff and clients

MINIMUM TRAINING AND EXPERIENCE:

• High School Diploma or GED
• Two (2) years of advanced administrative assistant experience with experience in taking meeting minutes and transcribing notes
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification
• No special certification or license required

PREFERRED QUALIFICATIONS:

• Associate's degree in a related area
• Four (4) years of advanced administrative assistant experience with experience in taking meeting minutes and transcribing notes
• Experience working for local government in an urban environment