Office Support Specialist (Planning)

The City of Bloomington is seeking an individual to perform advanced level office support duties for the Planning Division and facilitate excellent customer service for the community with emphasis on integrity and equity for all.

CITY VALUES & EXPECTATIONS

• Models and contributes to a positive work environment, culture of communication, engagement and safety
• Communicates effectively and respectfully with employees and the general public, including but not limited to those of diverse racial, ethnic, religious and socioeconomic backgrounds
• Works cooperatively as a member of a team; develops and maintains effective working relationships with diverse coworkers and community members; consistently brings a high level of self-awareness and empathy to all personal interactions
• Embraces the City’s shared values and contributes towards accomplishing the City’s vision and goals by being creative, innovative, continuously learning, and communicating clearly

• Provide Division office support as needed including but not limited to preparing agenda packets, answering phones, greeting visitors, tracking documents and applications, proofreading documents, preparing copies, scanning documents, filing, distributing plans, completing registrations, purchasing supplies, scanning, preparing and recording official City records and other duties as assigned
• Prepare, submit and track legal notices
• Assist with Division communications including maintaining internet and intranet pages
• Prepare documents, mailing address lists and labels for periodic mass mailings
• Gather information, prepare and update records to track information, including but not limited to agency action deadlines, application status, permits, surety status and expiring approvals
• Attend public meetings, record and transcribe minutes, and provide administrative support by preparing materials for meetings
• Support the administration of the Planning Commission by scheduling meetings, uploading agendas and other documentation, completing minutes. Attend meetings and provide technical and administrative support as required. 
• Use and maintain geographic information system and other electronic records
• Use and maintain City View (applicant and permit review software) and provide assistance as needed
• Use office equipment and software applications with a high degree of proficiency and troubleshoot basic hardware and software problems
• Respond to requests or complaints from staff and other departments; resolve or refer inquiries from citizens, contractors, outside agencies, and others concerning departmental programs and services; ensure positive communications between the City, other departments, and residents
• Work independently and resolve routine issues in absence of supervisor
• Provide accurate, complete information, and instructions to the public regarding ordinances, policies, and procedures
• Coordinate special projects as assigned
• Cashier permits and process other fee-related documents
• Issue and accept a wide variety of forms and documents and review for accuracy and completeness
• Process, review, and issue routine permits and contact applicant when permits are approved for issuance
• Maintain the division’s files and manage the data retention according to the City’s policy and state agencies’ policies.
• Assist with coordinating internal and external meetings. Schedule attendees, book rooms, prepare agendas with project managers, and prepare materials needed before, during, and after meetings
• Book travel arrangements for staff and manage the expense process according to City policy
• Collect data to support city wide plans and annual reporting
• Handle data requests following City policy
• Draft, create, proofread, maintain, and edit documents, presentations, and forms
• Handle billing, purchasing, and invoicing of division services with the Finance Department
• Perform other duties as apparent or assigned

KNOWLEDGE, SKILLS, & ABILITIES REQUIRED

• Ability to ensure priorities of work assignments are effectively established and maintained and work is completed thoroughly and accurately
• Ability to maintain files in an accurate, complete, and timely manner
• Creates a favorable image of the division with the public and city staff
• Dependable and accountable
• Ability to operate a keyboard with speed and accuracy
• Ability to adapt to change while working in a high-paced, high-customer volume area
• Ability to work on a call center phone system
• Ability to communicate effectively: orally, in writing, over the telephone, and in person
• Possess excellent aptitude, organizational skills, and critical thinking skills
• Ability to multitask while maintaining a professional and positive attitude
• Ability to work cooperatively as a team member
• Ability to work under minimal supervision, effectively under pressure, and meet deadlines
• Good knowledge of division operating policies and procedures
• Ability to remain calm in contentious situations

MINIMUM QUALIFICATIONS 

• High School diploma or equivalent
• Three years of responsible office support experience
• Excellent Microsoft Office (or comparable software) skills and knowledge of various software applications

DESIRABLE QUALIFICATIONS

• Work experience in local government
• Work experience supporting urban planning
• Two or more years of post-high school education
• More than 3 years of responsible office support experience
• Experience in specialized software such as CityView Electronic Permitting, agenda management software, web editing software, and GIS
• Experience working with federal, state or municipal codes
• Ability to speak a second language, in addition to English that has a recognized presence in the community. (Spanish, Somali, Vietnamese, Chinese Mandarin, Cambodian, etc.)

SUPERVISION OF OTHERS

This position does not supervise others.

Anticipated Hiring Range: $29.48 – $31.27 Hourly

2024 Full Salary Range: $29.48 – $39.30 Hourly

Full-Time; Non-Exempt; Non-Union; Benefits Eligible

The City of Bloomington is an Equal Opportunity Employer and is committed to creating a diverse workforce that reflects the community we serve. Applicants who are black, indigenous or persons of color are encouraged to apply. We also encourage women, veterans, members of the LGBTQIA community, and individuals with disabilities to apply.

Salary : $29 - $31