Executive Assistant

Executive Administrative Assistant for Area Plan Department

Annual Salary: $47,429

Under the direction and supervision of the Area Plan Executive Director, tasks and functions within assigned areas of responsibility that routinely include the following: the issuance of permits and citations, ordinance interpretations, and answering public inquires.

Essential Duties

• Acting for the Executive Director, in Code and Permit Compliance and Staff Supervision as required.
• Performs the duties of the assistant zoning administrator, chief code compliance officer, and acts in the Executive Director’s absence, as required.

§ Planning, managing, supervising and evaluating Area Plan staff’s administrative activities.

• Assigns, directs, supervises and evaluates the work of all code enforcement officers assigned to Code Compliance.
• Assist as an assistant to the Executive Director, project management using independent judgment and knowledge of the organization
• Assigns, directs, supervises and evaluates the work of all administrative staff assigned to operations.
• Assists the Executive Director in the development and implementation of personnel policy and procedures for the department and in coordinating the evaluation of all department staff.
• Performs the duties of the Grant County Area Plan Commission recording secretary.
• Provides executive secretarial and administrative supervision to support staff involved in a variety of office reception, clerical, and administrative functions.

Routine Duties:

• Performs public customer services as required to explain the operation and functioning of the Grant County Area Plan Code Compliance and Permit Center.

o Answers telephones

o Screens all calls for Executive Director

o Directs all other calls to the appropriate personnel/department

o Responds to routine public inquiries and complaints via telephone & in person

o Contacts board members once a month to verify attendance at meetings

o Schedules building inspections

· Organize structure and dynamics of office

· Functions as member of the management team performing routine duties

· Highly complex level of work in support of Executive Director

· Assists the Executive Director during major special studies and projects, as assigned.

· Prepares all confidential correspondence and sensitive materials for department head and other management staff as required.

· Assists in case preparation for the prosecution of the Areawide code compliance cases.

§ Must be familiar with the zoning ordinance and appropriate forms

§ Accepts and reviews zoning permit applications

· Attends APC & BZA meetings and take notes; prepare and type final minutes

· Routinely supervises the preparation and distribution of plan staff report packets.

· Coordinates and facilitates the inter-department interactions between staff comprising the Permit Center

· Drafts basic correspondences; creates and maintains spreadsheets

· Drafts and/or types of committee agendas, follow-up agendas, resolutions and reports

· Assist Executive Director with budget processes and preparation.

· Maintains and schedules meetings on office calendar for executive director and office staff

· Assists Administrative Assistant on Balance of day’s receipts (quietus)

· Operates office equipment including, computer, fax, copier, binder, folding machine, and calculator.

· Performs related duties as assigned by the Executive Director

Job Type: Full-time

Pay: $47,329.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

Salary : $47,329 - $47,429