Division Assistant

General Description:

The purpose of this class within the organization is to provide high-level administration support to the Planning & Development Department, primarily the Zoning Division. This class works under general supervision, independently developing work methods and sequences.

Minimum Education and Experience Requirements:

Requires Associates Degree or specialized courses/training equivalent to satisfactory completion of two years of college in business or related field, plus two years administrative experience, preferably with municipal or county planning/zoning Boards or closely related experience. The equivalent combination of education and related work experience may be considered.

Special Certifications and Licenses:

Valid Drivers License

Desirable Knowledge, Skills, and Abilities:

• Knowledge of modern office practices and equipment.
• Knowledge of and skill in the maintenance of efficient filing systems.
• Knowledge of proper English usage, vocabulary, punctuation, and spelling.
• Knowledge of basic mathematics.
• Skilled in operating and maintaining a variety of office equipment as necessary in the performance of daily activities.
• Possess excellent administrative, customer service and clerical skills.
• Ability to plan, organize and prioritize daily assignments and work activities; ability to meet strict timelines and perform multiple tasks.
• Ability to maintain confidentiality as required.
• Ability to attend meetings in the evenings approximately three times a month.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.
• Ability to maintain positive customer-focused relationships with co-workers, supervisors, agencies, the general public, and all other internal and external customers. Personally demonstrates appropriate customer service skills.
Work is performed onsite. The incumbent must be present at work to perform the essential functions of this job.

Essential Job Functions:

• Serves as secretary of Planning Commission, Zoning Board of Appeals, Board of Historic Review, and Traffic Commissionprocesses applications; ensures that the public is given proper notice of the meetings and that information about the meetings and applications are available online; reserves and prepares room for meeting; arranges meals for Board members and staff; and takes minutes and posts approved minutes to website.
• Arranges for orientation and continuing education training opportunities for Board members and key staff.
• Serves a public information function for the Departmentprocesses Freedom of Information Act and zoning verification letter requests; ensures that staff and the public have access to the most current version of Zoning Ordinance by updating it when amended; modifies and maintains zoning and Board forms and webpages; and scans and archives departmental documents.
• Receives and directs telephone calls, provides information as requested, and forwards calls to appropriate staff.
• Processes simple permit applications in the specialized software and contacts applicants for additional information.
• Attends training classes about customer service, zoning regulations, computer software and other topics as needed to learn new standards, processes, and systems.
• Performs all other duties as may be assigned to meet organizational needs.

This Notice is not intended to be an all-inclusive list of duties, knowledge, skills and abilities required to do the job. This is intended only to describe the general nature of the job. A more comprehensive list of duties, responsibilities and essential job functions is available on the job description. The City of Rock Hill is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, religion, color, political affiliation, disability, national origin, genetic information, sex (including pregnancy, childbirth, or related medical condition), or age.