Administrative Assistant – Planning and Zoning Board Secretary

We have an exciting opportunity for a person with municipal experience and an interest in municipal land use (including redevelopment and affordable housing) to serve both land use boards. Salary is competitive for the right candidate seeking to advance in land use.

This is a unionized position, working 40 hours per week, with excellent benefits. Normal working hours are 8:30 am to 4:30 pm, with adjustments made for evening meetings. This position will be available at the end of September.

Responsibilities

• Work with staff to process building and development applications
• Interact with applicants
• Prepare agenda for board meetings and draft minutes
• Communicate with legal professionals and planner
• Assist with noticing
• Attend evening meetings, usually 3 evenings per month (Wednesday)
• Receive escrow payments
• Maintain database and work directly with the Land Use Director, Board Planner, and Attorney

Requirements

• Ability to obtain the Rutgers Land Use Secretary Certification, if not currently possessed
• Experience with Edmunds financial software and Spatial Data Logic is a plus. Training is available.
• Training paid by employer, including zoning, affordable housing and redevelopment
• Excellent customer service skills
• Detail oriented, self-starter, team player
• Willingness to learn

Job description

The Planning and Zoning Secretary greets applicants and provides guidance and direction for service. This position is required to learn all aspects of the position to be able to assist visitors effectively. We require a person that is reliable with an excellent attendance record. There are also educational requirements and the ability to attain appropriate certifications.

Examples of work

These examples of work are for illustrative purposes.  A position using this title may not perform all the duties listed in this specification. All duties performed on the job may not be listed.

• Prepare for meetings by making arrangements for time, participants, location of meetings, distribution of copies of agendas and the assembly of background material for agenda items to notify participants of the business and topics to be discussed at meetings.
• Coordinates exchange of information between board members, staff, and applicants by selecting and organizing forms, documents, and presentation of written information to assist applicants with their requests or questions.
• Writes summary of pertinent information from minutes of meeting by extracting relevant and important information and writing summary easily readable by others to preserve information and promote information exchange between persons needing the information.
• On own initiative follows up on results of meetings by notifying applicants by phone or letter to inform them of official action taken or determination made.
• From general instructions and delegated authority or on one’s own initiative, compose correspondence by answering questions pertaining to procedures for filing and complying with regulatory requirements for conducting business with a government body or representatives (for example, permits and approvals, [presentation of documents, fee requirements) to relieve board and other staff members of the more routine office activities.
• Receives and reads incoming correspondence, documents, or reports to screen those which can be handled personally and to forward those requiring action by board members or other staff members.
• Reviews documents such as applications, permits, forms, and outgoing correspondence to verify name and address or detect missing or illegible entries to call to the attention of applicant and conflict or discrepancy in file or to resolve any procedural conflict.
• Reviews information given on forms submitted by applicants or contained in documents for completeness or accuracy by noting where information is missing or inappropriate.
• Adds, deletes, and corrects information to ensure that required information is available to board members and staff and is accurate and complete
• Confers with document originator or applicant or engineering liaison personnel to resolve discrepancies in completeness of document, (such as blueprints or drawings) and compiles required changes to documents to meet procedural requirements.
• Confers with document originator or applicant or engineering liaison personnel to resolve discrepancies in completeness of document, (such as blueprints or drawings) and compiles required changes to documents to meet procedural requirements.
• Verifies applicant information in statements and on record by requesting additional written information from public and private sources or making telephone calls to ascertain the accuracy of a situation or investigate discrepancies on record.
• Accept funds for escrow accounts.
• Maintain balances on escrow accounts.
• Document and provide receipt of funds.
• Obtains information and organizes documents which may be scattered in various local government offices and draws attention to missing data so that members and other professional (such as engineers, or health or medical staff) may have necessary subject information to make a decision.
• Receives visitors and phone calls, ascertains the nature of request, personally provides information desired on procedural matters of the office, and refers others to appropriate staff members I order to take care of office business.
• May take and/or transcribe minutes of meeting by ensuring proper format, correct grammatical content, and inclusion of facts in accord with prescribed procedures to maintain a permanent and legal record of events and decisions by board members.
• Review all typewritten material (for example, memoranda, correspondence, reports) for proper signatures and other information to ensure procedural and typographic accuracy.
• Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.
• Provide dedicated administrative support in a professional, and organized manner
• Monitor email and phone calls; proactively respond to and/or coordinate issues when possible
• Organize/maintain department files, both electronic and hard copy
• Draft and issue request for proposals for professionals.
• Distribute correspondence, proposals and communications to the board.
• Draft and issue contracts for professionals
• Issue letters as directed by the Zoning Officer
• Asist the Zoning Officer with correspondence and maintenance of records
• Issue notices as directed
• Complies with record retention schedules and prepare document destruction as needed.
• Prepares documents for scanning and filing.

Qualifications

• High School diploma, Associates preferred, but not required
• Bilingual a plus, but not required
• Detailed knowledge and experience in Edmunds, SDL, and Microsoft programs
• Ability to become proficient in multiple IT applications
• Experience in prioritizing work and multi-tasking
• Outstanding follow-up skills.
• Discretion with sensitive information
• Excellent written and verbal communication skills
• Willingness to take courses as directed
• Ability to participate in security drills
• Background check required

The Borough of Somerville is an equal opportunity employer. Candidates with mental or physical disabilities are eligible to apply as long as they can perform the essential functions of the position after reasonable accommodation is made for their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

How to apply

Please send a confidential resume and cover letter, with desired salary, to Borough Administrator Kevin Sluka, at KSluka@SomervilleNJ.org.