Planning Technician/Administrative Assistant

INFORMATION REGARDING COMPENSATION:
The full salary range for the position is $21.94/hr. - $30.32/hr.
The general hiring range for the role is $21.94/hr. - $25.24/hr.
The hiring salary will depend on the candidate’s experience, qualifications, and education.

The primary function of an employee in this class is to perform a variety of technical support activities related to current and advanced planning, including zoning, site plans, and related documents for proper handling; provides assistance to the public on planning, community development, zoning, and permit issues; provides staff assistance to the planning staff and management; and performs routine administrative functions, provides support for the Community Planning and Development department and provide customer service and frontline support to the public, visitors, and other interested parties. This position also provides back-up and fill-in coverage for the other department Administrative Assistants and works closely with this team.


This list is ILLUSTRATIVE only and is not a comprehensive listing of all functions and duties performed by the incumbent of this class. Duties may include, but are not limited to the following:

• Provides information and assistance at the front counter, on the phone, and through e-mail communication by answering questions and providing information regarding zoning, development standards, and approved development proposals.
• Receives and reviews planning permit applications for accuracy and completeness; routes applications to appropriate planning staff.
• Routes permit applications to appropriate planning staff.  
• Provides administrative support to professional planners, coordination with project applicants, preparation and posting of legal notices.  
• Performs administrative duties including typing, filing, copying and scanning documents, and record keeping; prepares reports and forms, maintains databases, and provides graphic displays, photographs, or other exhibits as needed.
• Conducts research for land use, zoning, advanced planning, urban design, populations trends, transportation, housing, economic, and environmental issues.

• Receive and answer daily incoming calls from residential and business customers requesting information and service orders for planning, building, traffic impacts, and other city services.
• Generate and distribute work orders requested by customers and for a variety of service functions.
• Interpret, explain, and apply City rules, regulations, ordinances, practices, and fees.
• Provide internal and external customer service and support; respond to inquiries, complaints, and requests for information; perform basic research and gather required information and/or refer customers to appropriate staff for more complex requests.
• Process transactions, which may include purchase order/invoice processing; resource requests; fees/payment processing; account reconciliations; and applications processing.
• Coordinate and process travel and training arrangements.
• Prepare, issue and/or distribute correspondence, notices, permits, licenses, forms, documents, inventories, reports and/or other records.
• Receive and respond to requests for City records and documents; convert hardcopy records into digital formats; index digital records into an electronic records system; maintain electronic and hardcopy files; file and retrieve record copies as necessary.
• Perform a variety of general office support functions, including typing, record keeping, and proofreading.
• Clerk public meetings for department, including the Planning and Zoning Commission meetings, including operating audio/video and electronic meeting platforms, compiling and drafting agenda, and drafting meeting minutes.
• Perform other related duties as required.

Other Duties and Responsibilities

• Attends training classes and workshops.
• Performs other related duties as assigned.

Knowledge of: 

• Basic principles and practices of urban and regional planning and zoning. 
• Basic concepts of architecture and landscaping as they relate to the process of urban planning.
• City planning and permitting processes.
• Principles of landscaping as applied to construction and maintenance of project areas.
• Methods and techniques of conducting and documenting site inspections.
• Methods and techniques of reviewing a diverse range of applications for accuracy and completeness.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned areas of responsibility.
• Researching and reporting methods, techniques, and procedures.
• Methods and techniques of effective technical report preparation.
• Record keeping principles and practices.
• Business mathematics.
• City and mandated safety rules, regulations and protocols.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Citywide and Department organization and government workings, duties, and responsibilities.
• Current office practices.
• Public and community relations methods, procedures, and objectives.
• Customer service policies and techniques.
• Planning and organizational skills.
• Record keeping, documentation, and reporting methods.

• Computer and software applications for spreadsheets, word processing and web-based programs.
• Understanding and supportive position of other area recreation and facility providers, both public and private.

Skills:

• Active Listening – Giving full attention to what other people are saying, understanding verbal and non-verbal messages, taking time to understand the points being made and asking questions as appropriate.
• Speaking – Talking to others to convey information effectively. 
• Reading Comprehension – Understanding written sentences and paragraphs in work related documents. 
• Writing – Communicating effectively in writing as appropriate for the needs of the audience. 
• Service Orientation – Actively looking for ways to help people.
• Time Management – Managing one's own time and the time of others. 
• Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. 
• Judgment and Decision Making – Considering the relative costs and benefits of potential actions to choose the most appropriate one. 

Abilities: 

• Be a team player, with the overall goal of best serving the Citizens of Sandpoint and maximizing taxpayer resources.
  • Organize, schedule, administer, and coordinate a variety needs and tasks. 
  • Prepare and deliver oral and written reports.

• Demonstrate effective customer service and interpersonal skills.
• Read, write, speak and comprehend the English language.
• Follow written and oral instruction.
• Evaluate and analyze customer needs to provide exceptional customer service.
• Learn department functions thoroughly to provide general information and explain detailed department processes and procedures.
• Prepare and maintain records, documents, financial accounts, and related reports.  
• Operate standard office equipment and a personal computer including program applications appropriate to assigned duties.
• Establish and maintain effective working relationships with co-workers, other City employees, supervisors and managers, other city divisions, the City Council, vendors, the general public, and other interested and affected parties.
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.

• Perform time management, organizational, and scheduling functions, meet deadlines, and set task priorities.
• Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner.
• Use logical and creative thought processes to develop reasonable solutions according to written specifications and/or oral instructions.
• Work independently, with minimal supervision, and make appropriate decisions in the absence of a supervisor.

• Work well under pressure and maintain a calm and professional demeanor, under stressful or adversarial conditions.
• Demonstrate patience, integrity, ingenuity, and inventiveness in the performance of assigned tasks.

Physical Demands:

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively in person and on a telephone.
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, prepare reports, spreadsheets, and other materials required.
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and related software.
• Sufficient personal mobility, flexibility, and balance, with or without reasonable accommodation, which permits the employee to operate and provide routine maintenance on office equipment.
• Related job tasks may require, with or without reasonable accommodation, lifting or moving up to lifting 25 pounds occasionally, and stooping, bending, crouching, and reaching.

Education and Experience:

• Equivalent to an associate degree (preferred) in urban planning, land development, construction or a related field and two (2) years of experience providing responsible administrative and/or technical support to a planning or land development program; 
• High school diploma or equivalent (required); and
• Two years’ administrative support or related experience, preferably in a municipal government agency; or 
• An equivalent combination of education, training and experience which provides the knowledge and abilities necessary to perform the work of a Planning Technician/Administrative Assistant may also be qualifying.
• Proficient with Microsoft Office applications including Word, Excel, Outlook, and PowerPoint

Licenses and Certifications:

• Valid driver’s license

Salary : $22 - $30