Planning Assistant

SALARY

JOB SUMMARY

Under general supervision, performs research, verification, and assignment of addresses for lots, parcels, structures, and tenant spaces associated with land development, certificates of occupancy, and building permits. Provides technical support through addressing guidance, plat data review, land‑use research, database coordination, and information reconciliation. Responds to inquiries from city departments, the public, and the development community. Assists with preparation of items for the Planning and Zoning Commission, Zoning Board of Adjustments, and City Council. Researche, coordinates, and responds to Open Records Requests.

ESSENTIAL JOB FUNCTIONS:

• Work independently to prioritize duties, problem solve, and complete requests from the general public, development community, and internal requests based on performance targets and legally set timelines to process applications and provide internal department support.
• Receives addressing applications. Reviews for completeness. Read legal descriptions, review addressing database, and create new addresses where appropriate based on development, and to interpret information for citizens, (customers), and other city employees.
• Organize, coordinate, and maintain accurate filing system for meeting records, maps, and plans. Gathers, formats, summarizes, reconciles, and proofs data for reports, including Open Records Requests, updating zoning cases and case files; prepare public meeting agendas, and other items considered by the Planning and Zoning Commission, Zoning Board of Adjustment, and City Council; ability to prepare ordinances for zoning cases after City Council action.
• Communicate effectively when conducting special project assignments, corresponding reports, and responses to the general public and the development community. Attends and provides support at Work Sessions and Public Hearing meetings and other department boards, commissions, and committees during regularly scheduled meetings; ability to take and transcribe meeting minutes.

OTHER JOB FUNCTIONS:

• Screen calls, answer routine inquiries through oral and/or written means; ability to staff and operate the department main telephone answering system; ability to schedule appointments and committee meetings; ability to act in a professional and courteous manner when interacting with the general public, development community, and elected and appointed officials.
• Prepare and publish publication notices and property owner notifications in accordance with State and City legal requirements; ability to prioritize multiple tasks to meet State mandated deadlines; ability to compose and type routine correspondence and prepare final drafts of studies and reports.
• Other general administrative and customer service duties as assigned.

MINIMUM QUALIFICATIONS:

Knowledge, Skills and Abilities Required:

• Strong knowledge of Microsoft Office Suite, Adobe Professional, meeting management tools, and permitting or other database software.
• Knowledge of terminology used in planning, zoning, engineering and construction.
• Knowledge of how to read legal descriptions, city maps (GIS), plats and plans.
• Knowledge of pertinent Federal, State, and local laws, codes rules and regulations applicable to planning and development services and open records requests.
• Knowledge of proper English, spelling and punctuation.
• Knowledge of administrative office, business practices and procedures.
• Knowledge of telephone operating policies and procedures.
• Knowledge of methods and techniques of problem solving, research procedures, and public relations.
• Skill in developing and maintaining effective working relationships with other employees and the public.
• Skill in communicating with other city employees and the public by oral and written means.
• Skill in planning and prioritizing deadlines and tasks.
• Skill in observation, decision-making, problem solving, and independent judgement.
• Skill in organization and time management.
• Skill in customer service methods and techniques when dealing with the public.
• Ability to organize and maintain a filing system for records, plats, maps, and plans.
• Ability to receive detailed information through oral communication.
• Ability to provide support to planning and development services staff.
• Ability to interpret and explain city planning and development processes and procedures.
• Ability to perform a variety of physical skills including but not limited to sorting, typing, and writing.
• Ability to perform a variety of physical skills including but not limited to filing, pulling, seeing, sorting, squatting, standing, stooping, twisting body, typing, walking, and writing. 
• Ability to retrieve and review information from various types of media, e.g. hard copy files, digital, and microfilm.
• Ability to operate a variety of office equipment in performance of assigned duties, using a variety of software applications.
• Ability to work in an indoor environment may occasionally include site visits.

Qualifying Education and Experience:

• Two years of college including coursework in business administration, public administration, planning, records management;
• or related field and 1 year of experience in planning and development services,
• or an equivalent combination of education/experience.

Employment Screenings Required:

• Criminal background check

City of Arlington is an Equal Opportunity Employer.