Administrative Assistant - Planning and Zoning Department

The Planning and Zoning Department of Manheim Township is accepting applications for a full-time Administrative Assistant.

Summary: Provide administrative and clerical support to Director of Planning and Zoning, Assistant Director of Planning and Zoning/Plan Review Administrator and Zoning Officer; respond to customer inquiries; prepare reports and mailings; maintain existing accounts and establish new accounts for billing purposes; and participate in problem-solving to improve intra-department and inter-department processes.

Essential functions:

1. Provide administrative and clerical support to Director of Planning and Zoning, Assistant Director of Planning and Zoning/Plan Review Administrator and Zoning Officer; prepare correspondence, reports and forms, process incoming and outgoing documents, schedule appointments, log, copy and/or file forms, documents, ordinances, maps, deeds.

2. Respond to customer inquiries at the front window, on the telephone or through email; direct problems and concerns regarding regulations, procedures, and policies to the appropriate person; and receive and distribute applications and information.

3. Provide administrative support for the Planning Commission; type and distribute copies of minutes, prepare, and distribute agenda and attachments, and advertise meetings. Keep archives of minutes current.

4. Provide administrative support for the Zoning Hearing Board; process applications for hearings, type minutes, prepare packets of information for Board members, prepare, and distribute agenda, prepare advertisements, notify applicants of hearing dates, locate names, and addresses of parties affected by application, and send notices and Board decisions.

5. Prepare reports of planning and zoning activities including home occupation data, zoning hearing board case data and decisions, fees and deposits from invoices paid, impact fees, and project status reports.

6. Maintain and establish new account records for incoming subdivision/ land development and stormwater plans; coordinate account with Finance Department deposit escrow checks, track incoming bills, request final billing at project completion, prepare invoices for payment, bill parties for engineering costs, track accounts payable, generate and analyze account reports and send delinquent notices, prepare civil complaints for delinquent bills.

7. Receive and review home occupation applications for completeness and obtain missing information, update log of permits issued, and forward fees collected to the Finance Department.

8. Identify problems/issues within the Department and inter-department processes; offer solutions.

9. Provide computer assistance within the Department; coordinate software applications, upgrade computer software with updates or corrections issued, work with consultant to resolve problems, establish computer procedures and recommend computer related purchases, update web page as it relates to the Department of Planning and Zoning.

10. Coordinate with City View technicians to improve departmental use of City View.

11. Coordinate Department purchasing of equipment and supplies.

Other functions:

1. Participate as member of the employee recognition committee.

2. Attend training seminars or participate in on-the-job training to develop skills and knowledge, where required.

3. Prepare recommendations for department budget.

4. Provide inter-department assistance regarding scheduling, permitting, answering of telephones, and responding to emails.

5. Provide periodic inter-department computer application assistance.

Physical Requirements:

1. Ability to talk, hear and see.

2. Ability to maintain a valid PA Driver’s License and drive a vehicle.

Competencies:

1. Thorough knowledge of office, administrative and communication practices, and procedures.

2. Thorough knowledge of Township programs, services, and operations.

3. Thorough knowledge of department policies and procedures.

4. Thorough knowledge of English word usage, spelling and punctuation.

5. Thorough knowledge of various computer software applications.

6. Thorough knowledge of customer service and public relations practices.

7. Basic knowledge of Township planning and zoning ordinances.

Skills:

1. Operation of computer and advanced knowledge of computer programs.

2. Operation of basic office equipment.

3. Operation of City View software program.

Abilities:

1. Ability to post information accurately to record.

2. Ability to identify and correct grammatical errors.

3. Ability to establish filing systems, and sort items to alphabetical, numerical, or subject order.

4. Ability to prepare and maintain accurate records.

5. Ability to add, subtract, multiply or divide whole numbers.

6. Ability to operate office equipment including computer and periphery equipment, copier, facsimile machine.

7. Ability to sit and operate a keyboard for extended periods of time.

8. Ability to transmit accurate and complete information from callers or visitors.

9. Ability to demonstrate tact and patience when responding to angry or upset people.

10. Ability to receive complaints, concerns and questions, appropriately direct response or take appropriate action to resolve situation or inquiry.

11. Ability to develop and maintain effective working relationships with all customers.

12. Ability to multi-task while maintaining attention to detail.

13. Ability to coordinate and complete multiple tasks and assignments with changing priorities and schedules.

14. Ability to handle confidential and sensitive information with discretion.

15. Ability to work independently or in a team environment.

Required Education and Experience:

1. High school diploma or equivalent and related experience and job training which indicates possession of skills, knowledge and abilities listed above:

Preferred Education and Experience:

1. Associate or bachelor’s degree in English, accounting or related field.

2. 1-3 years of experience in customer service, administrative service or related field.

Disclaimer:

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Manheim Township is an equal opportunity employer.

Job Type: Full-time

Pay: $20.00 - $21.80 per hour

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Lancaster, PA 17601: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $22