Zoning Administrative Assistant - Abacus Service Corporation
Kalkaska, MI 49646
About the Job
TITLE:
Zoning Administrative Assistant
POSITION TYPE:
Part time - 5 hours per day 10am 3pm Monday through Friday
Assignment Length ASAP - Friday 4 October 2024 (15 weeks).
The Zoning Administrative Assistant provides coverage at the front customer service desk. This position has the additional focus of supporting the County's Zoning Department and will report to the Zoning Administrator. The Zoning Assistant will perform administrative tasks and services to support effective and efficient operations of the organization and will support the daily functions of the Zoning Department.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Receive public inquiries at the front desk while providing excellent customer service.
Assist walk-in customers by fulfilling or directing their requests to the appropriate person.
Answer all telephone calls to the general customer service line and transfer calls as necessary.
Assist with mailings, publications, notices, etc. and create and edit letters, reports, forms, permits and other documents as assigned.
Prepare outgoing mail, empty the dropbox daily, sort incoming mail, and distribute as necessary.
Maintain the front lobby and display township/government literature.
Distribute board/committee meeting date list.
Oversee maintenance of copy and fax machines, order and stock supplies.
Serve as support staff to public inquiries for Equalization Director.
Coordinate with the Zoning Administrator and provide administrative support in all Zoning Administration matters.
Coordinate with the Zoning Administrator to provide necessary materials regarding proposed projects in the Township.
Accept payments for applications for review by the Planning Commission (PC), Zoning Board of Appeals (ZBA), and Construction Board of Appeals (CBA).
Maintain calendars for the PC, ZBA, and CBA.
Help customers with Zoning Compliance permits.
Create the PC, ZBA, and CBA meeting minutes. Maintain files and minute books for each body.
Update and maintain ordinance files.
Assist with mailing lists and mail public hearing notices for the Board of Commissioners, PC, ZBA and CBA
Assist with the creation of agendas for the PC, ZBA and CBA.
Update the Township website for the PC, ZBA, and CBA.
Maintain and update records for Land Use and Development.
Review invoices related to projects under review.
OTHER DUTIES:
Please note this job description is intended to describe the general nature and level of work performed in this job. It is not intended to provide an exhaustive list of all skills required in this job, nor is it intended to limit the authority of the Township Supervisor or any Township manager or supervisor to assign or direct the activities of employees under his or her direction. Duties, responsibilities, and activities may change, or new requirements may be assigned, at any time, with or without notice.
REQUIRED SKILLS / ABILITIES:
The ideal candidate must be committed to providing excellent customer service. The candidate must also be efficient and utilize excellent time management, have strong written and verbal communication, organizational skills, detail oriented and excel at prioritization. Critical thinking, conflict resolution and problem- solving skills highly preferred. Must be self-motivated and able to self-direct with the ability to handle a variety of situations simultaneously.
Excellent verbal and written communication skills.
Excellent interpersonal skills for contact with the public, responding to questions, sharing information, explaining issues and procedures.
Excellent organizational skills and attention to detail.
Proficient with Microsoft Office Suite and other computer software
MINIMUM QUALIFICATIONS:
Education:
A high school diploma or GED is required. College level computer, accounting, typing and word processing desired.
Experience:
Prior customer service or administrative work experience required. Local Government and / or Zoning experience is desired.
Physical Demands
This position involves frequent physical activity, including standing, walking, bending, and lifting, often in confined spaces and at varying heights. Technicians must be able to lift and manipulate heavy equipment and components as well as work comfortably on ladders and elevated platforms. Visual acuity and color perception are essential for differentiating between wiring, components, and system indicators. The ability to work outdoors, occasionally in adverse weather conditions, is also required.
Zoning Administrative Assistant
POSITION TYPE:
Part time - 5 hours per day 10am 3pm Monday through Friday
Assignment Length ASAP - Friday 4 October 2024 (15 weeks).
The Zoning Administrative Assistant provides coverage at the front customer service desk. This position has the additional focus of supporting the County's Zoning Department and will report to the Zoning Administrator. The Zoning Assistant will perform administrative tasks and services to support effective and efficient operations of the organization and will support the daily functions of the Zoning Department.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Receive public inquiries at the front desk while providing excellent customer service.
Assist walk-in customers by fulfilling or directing their requests to the appropriate person.
Answer all telephone calls to the general customer service line and transfer calls as necessary.
Assist with mailings, publications, notices, etc. and create and edit letters, reports, forms, permits and other documents as assigned.
Prepare outgoing mail, empty the dropbox daily, sort incoming mail, and distribute as necessary.
Maintain the front lobby and display township/government literature.
Distribute board/committee meeting date list.
Oversee maintenance of copy and fax machines, order and stock supplies.
Serve as support staff to public inquiries for Equalization Director.
Coordinate with the Zoning Administrator and provide administrative support in all Zoning Administration matters.
Coordinate with the Zoning Administrator to provide necessary materials regarding proposed projects in the Township.
Accept payments for applications for review by the Planning Commission (PC), Zoning Board of Appeals (ZBA), and Construction Board of Appeals (CBA).
Maintain calendars for the PC, ZBA, and CBA.
Help customers with Zoning Compliance permits.
Create the PC, ZBA, and CBA meeting minutes. Maintain files and minute books for each body.
Update and maintain ordinance files.
Assist with mailing lists and mail public hearing notices for the Board of Commissioners, PC, ZBA and CBA
Assist with the creation of agendas for the PC, ZBA and CBA.
Update the Township website for the PC, ZBA, and CBA.
Maintain and update records for Land Use and Development.
Review invoices related to projects under review.
OTHER DUTIES:
Please note this job description is intended to describe the general nature and level of work performed in this job. It is not intended to provide an exhaustive list of all skills required in this job, nor is it intended to limit the authority of the Township Supervisor or any Township manager or supervisor to assign or direct the activities of employees under his or her direction. Duties, responsibilities, and activities may change, or new requirements may be assigned, at any time, with or without notice.
REQUIRED SKILLS / ABILITIES:
The ideal candidate must be committed to providing excellent customer service. The candidate must also be efficient and utilize excellent time management, have strong written and verbal communication, organizational skills, detail oriented and excel at prioritization. Critical thinking, conflict resolution and problem- solving skills highly preferred. Must be self-motivated and able to self-direct with the ability to handle a variety of situations simultaneously.
Excellent verbal and written communication skills.
Excellent interpersonal skills for contact with the public, responding to questions, sharing information, explaining issues and procedures.
Excellent organizational skills and attention to detail.
Proficient with Microsoft Office Suite and other computer software
MINIMUM QUALIFICATIONS:
Education:
A high school diploma or GED is required. College level computer, accounting, typing and word processing desired.
Experience:
Prior customer service or administrative work experience required. Local Government and / or Zoning experience is desired.
Physical Demands
This position involves frequent physical activity, including standing, walking, bending, and lifting, often in confined spaces and at varying heights. Technicians must be able to lift and manipulate heavy equipment and components as well as work comfortably on ladders and elevated platforms. Visual acuity and color perception are essential for differentiating between wiring, components, and system indicators. The ability to work outdoors, occasionally in adverse weather conditions, is also required.
Source : Abacus Service Corporation