Planning Clerk - Belton, Texas, , United States

JOB SUMMARY · Under the direction of the Assistant Director of Development Services, the Planning Clerk organizes and participates in the administrative, clerical, and technical support activities of the Development Services Department. · SUPERVISION · RECEIVES direct supervision ...

Job description

JOB SUMMARY

Under the direction of the Assistant Director of Development Services, the Planning Clerk organizes and participates in the administrative, clerical, and technical support activities of the Development Services Department.

SUPERVISION

RECEIVES direct supervision from the Assistant Director of Development Services

EXERCISES no supervision.

ESSENTIAL JOB FUNCTIONS 

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills.  This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

Office Support Functions

• Order and store appropriate supplies
• Recommend improvements in the work flow, procedures and use of equipment and forms.
• Receive and route departmental mail.
• Coordinate department activities with other City departments, the public and other agencies.
• Prepare departmental reports as needed.
• Serve as department Notary, if licensed

Technical Support Functions

• Provide assistance, resources, and information to developers, citizens, and property owners concerning city development process.
• Assist in and coordinate submittal of applications for all areas of Departmental responsibility.
• Assist in and coordinate intake of various submittals to the Department to insure completeness and accuracy.
• Distribute applications for internal and external review and comment. Establish appropriate timeframe guidelines, formatting, and basic consistency for reply.
• Research, compile and analyze data for special projects and various reports.

Clerical Duties

• Serve as receptionist for the Development Services Department, including Planning and Inspections.
• Independently compose correspondence related to responsibilities assigned.
• Answer incoming phone calls, route and direct to appropriate personnel and take messages for department staff.
• Respond to complaints and requests for information and track responses under standard operating procedures.
• Perform general department clerical work including filing, scheduling appointments, processing purchase requisitions, billing, travel and training, and reimbursement requests.
• Operate a personal computer including the input and retrieval of data and text; organize and maintain disk storage and filing.

Meetings

• Attend Planning and Zoning Commission, the Zoning Board of Adjustments and other boards or committees supporting department activities, as needed.
• Assist with scheduling meetings, plan and prepare agendas, prepare other public notices, and notify board members and other interested parties.
• Prepare informational packets including staff reports and support documentation. Organize meetings, prepare meeting areas, attend meet­ings after working hours, take and prepare minutes.

Building Permits

• Prepare and issue building, electrical, plumbing, mechanical, and curb cut permits.
• Schedule and maintain associated inspection records to ensure permits meet adopted codes.
• Prepare initial water and sewer tap documentation.
• Verify all required bonds, insurance certificates, and licenses for permits.
• Notify contractors when licenses, insurance certificates and bonds are expiring.

Other Duties

• Maintain copy machine on a daily basis (changing toner); solve minor problems; call for service for major problems.
• Perform other related duties as assigned.

MINIMUM QUALIFICATIONS

Education, Training and Experience Guidelines:

A High School diploma or equivalent is required. Additional specialized secretarial and technical course work and experience is desirable. Previous experience in a municipal or other governmental agency with similar duties is preferred. Three years of responsible clerical and/or/technical experience is required.  

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Business letter writing and basic report preparation.
• Principles and procedures of basic record keeping.
• Using a personal computer with Microsoft Office software and ability to operate other software programs as needed to support the Planning Department.
• Spanish preferred.
• Guidelines to serve as a Notary helpful.

Skills and Abilities:

• Commitment to high customer service
• Perform responsible and difficult support activities involving the use of independent judgment and personal initiative.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Have knowledge and technical understanding of the City Code and Ordinances.
• Prepare correspondence and memorandums.
• Handle complaints politely and tactfully.
• Type and transcribe accurately at a minimum speed of 60 words per minute.
• Work cooperatively with other departments, City officials and outside agencies.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate clearly and concisely, both orally and in writing.
• Confidence and ability to deal with stress in all aspects of the job.
• Be punctual and regular in attendance.

LICENSES AND/OR CERTIFICATIONS

Notary Public license preferred, but not required.

PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS AND CONDITIONS

• Work is performed in a standard office environment.
• May be subject to repetitive motion such as typing, data entry and vision to monitor.
• May require standing, sitting, walking.
• May be subject to occasional lifting, carrying, bending, reaching, kneeling, pulling, crouching, and lifting.
• Must be able to sit for an extended period of time.
• Must be able to work in stressful situations.

Benefits include 100% employer paid employee only medical, dental, vision, and basic life insurance premiums.  Paid vacation, holiday, and sick leave available.  Participation in the Texas Municipal Retirement System is required, as well as Social Security deductions.  

The City of Belton is an Equal Opportunity/Reasonable Accommodation/At Will employer and does not discriminate on basis of race, color, religion, sex, age, national origin, disability, or veteran status.