Administrative Assistant - Planning and Zoning

The Township of Montgomery is seeking a full-time Administrative Assistant to work in the Planning and Zoning office 40 hours per week. This position will perform administrative, technical and general customer service support for the Planning & Zoning Department. Acts as a point of contact for Planning Board and Zoning Board of Adjustment Applicants and related boards and committees; does related work as required.

Responsibilities include, but are not limited to:

- Provides administrative and technical work for the Planning Development Department, and Planning Board, Zoning Board, and various committees and commissions.

- Screens all department incoming phone calls, complaints and correspondence. Refers to appropriate staff member and follows up to ensure a timely response.

- Performs recording secretary tasks for land use boards as assigned.

- Provides administrative support, including arranging meetings and scheduling appointments for the Planning and Zoning Departments

- Provides administrative support to Planning & Zoning boards and various sub-committees, including agendas, legal notices, and minutes.

- Ascertains that the materials for meetings are complete and accurate, including posting to Township website.

- Attendance at evening meetings (minimum of two (2) evenings per month) required.

- Provides information and assists the public in researching land use issues and understanding regulations, policies and services of the departments. Information provided relates to planning, zoning, and other sub-topical areas such as critical areas, historic preservation, open space preservation, and economic development.

- Assists the public with completing applications and refers some complex issues or questions to appropriate persons.

- Responds to OPRA inquiries

- Prepare and maintain daily Escrow payment records and monthly summary

- Administers Escrow accounts for Planning and Zoning Board applicants

- Process invoices related to development applications and post corresponding Escrow accounts

- Receives and processes land development and variance applications to the Planning and Zoning Boards and collects and records related fees.

- Maintains records of development and prepares appropriate reports.

- Ensures legal notices are advertised in a timely manner in accordance with state statutes.

- Maintains appropriate control of department applications, activities, and schedules to assure compliance with legally mandated timetables for processing applications, regulations and decisions.

- Updates and maintains web site information for the department and land use boards and commissions.

- Coordinates exchanges of information and materials between departments, land use boards, and County and state governments. Assists with notification to appropriate persons or agencies of policy decisions, and actions made by land use boards.

Required Key Technical Skills & Knowledge:

• 3-5 years of secretarial and/or administrative assistant experience
• Proficiency in Microsoft Office suite and Microsoft Windows
• Knowledge of office management practices, procedures, equipment, organization, and techniques
• Ability to analyze, edit, review, and interpret technical information
• Excellent interpersonal skills including the ability to maintain effective working relationships with superiors, coworkers, officials, vendors, and contractors, as well as manage public relations with tact and courtesy
• Ability to work with and maintain confidential information
• Math and basic bookkeeping knowledge; accuracy managing funds
• Able to prioritize work, manage multiple tasks and perform independently
• Ability to learn and effectively use department hardware/software including but not limited to the Mitel phone system, scanners/printers, MSI Requisition System, GovPilot, DocSync

Desired Experience, Technical Skills, and Knowledge:

• Board Secretary Certification from Rutgers University

Required Education, Certification, License:

• Associate degree in a related field;
• High school diploma with related experience may be considered

Desired Education, Certification, License:

• Microsoft Office Certification

Competencies:

Adaptability – effectively deal with changing work environments; withstand or recover quickly from challenging conditions; multitask comfortably

Teamwork – Interacts with people effectively; co-operates within the group and across groups

Planning and Organizing – Plans and organizes tasks and work responsibilities to achieve objectives; allocates and uses resources properly

Initiative – Generates ideas for improvement; takes advantage of opportunities and suggests innovations

Communication – Expresses ideas effectively; organizes and delivers information appropriately; listens actively

Integrity – Maintains confidentiality; meets own commitments; adheres to organizational policies and procedures

Works Standards – Sets and maintains high performance standards; attention to detail; ensures work output

Physical Requirements:

• Ability to perform job duties/responsibilities
• Ability to read, write, understand, and communicate in English
• Ability to sit for long periods of time

Additional Requirements:

• Effective 9/1/11, all employees of State and local government must reside in the State of NJ, unless exempted.
• Must have a valid NJ Driver’s License.

Job Type: Full-time

Pay: From $28.48 per hour

Expected hours: 40 per week

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

License/Certification:

• New Jersey Driver's License (Required)

Work Location: In person

Salary : $1 - $28