JOB DESCRIPTION

 

 

JOB TITLE: Office Assistant III (Zoning and Subdivisions)

 

MAINTENANCE REVIEW DATE:  October 1993

 

ORG/POS #: 

 

JOB OBJECTIVE:  To provide clerical support for the Zoning and Subdivision Division.

 

ACCOUNTABILITY:  Receives general supervision from the Zoning and Subdivision Manager.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Prepares purchase orders for the Division; reviews invoices to ensure materials were received, makes any necessary corrections and forwards to Finance for payment; investigates past due or outstanding invoices as requested.

 

2.         Maintains computerized and hard-copy Division budget records.  Monitors actual and projected expenditures to ensure that budget accounts are not exceeded and keeps supervisor informed of status of budgeted funds; prepares Appropriation Transfer Requests as necessary; assists in budget preparation as necessary.

 

3.         Maintains Division personnel and payroll records; enters payroll information into computer daily; prepares various personnel forms as required.

 

4.         Maintains and monitors continuing computerized records for special projects; enters and retrieves data; produces regularly scheduled reports and special reports as required.

 

5.         Screens callers and visitors to the department, and directs callers to the appropriate person; conducts file searches to locate specific information requested by the public or department personnel.

 

6.         Distributes copies of agenda sheets and plats to utility companies, affected City departments, and other affected agencies for comments regarding applications for review.

 

7.         Prepares materials and folders for members of the Planning Commission, Board of Adjustment, Historic District Commission, City Attorney and staff, including copies of the agenda sheets, applications, plats, and comments from utility companies and other agencies.

 

8.         Notifies applicants, affected individuals, agencies, the Planning Commission, and Board members of meeting schedules; mails copies of agenda packets prior to each meeting; prepares correspondence to notify applicants of Board and Commission decisions.

 

9.         Utilizes word processing software to type reports, correspondence, and agenda related items; acts as backup to the Word Processor as required.

 

JOB TITLE: Office Assistant III (Zoning and Subdivisions)

JOB DESCRIPTION - CONTINUED

 

 

10.       Maintains files of applications, minutes, and decisions of Board and Commission meetings for the Zoning and Subdivision Division.

 

11.       Maintains and updates the roster of Planning Commission, Board of Adjustment and Historic District Commission members; maintains division distribution and mailing lists.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Distributes incoming mail to appropriate department personnel.

 

2.         Transcribes notes and recorded minutes of Commission meetings as needed, for litigations.

 

3.         Assists section supervisors in the preparation of development application materials, for review by the City Board of Directors.

 

4.         Prepares reports and legal advertisements; generates graphics and various correspondence, utilizing computer word processing and Desktop Publishing software, based on materials received from division administrators, section supervisors or as directed.

 

5.         Maintains a record of fees collected for the filing of re-zoning, subdivision, and variance applications.

 

6.         Serves as backup to the Secretary-Executive as required.

 

7.         Orders and maintains division supplies; maintains materials for use by visually or other impaired persons visiting the division.

 

8.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

None.