White County Government Center - Employment
The White County Building & Planning Department has on opening for an Assistant/Secretary.
This is a clerical position including multiple aspects in a fast paced office, such as: customer service on the phone and in office, maintain office files and organize historical records, reviewing and entering permits, preparing Board of Zoning Reports, and providing administrative support to Department Staff.
Applicant must be trustworthy, reliable, and have a good work ethic.
POSITION DESCRIPTION COUNTY OF WHITE, INDIANA
POSITION: Building and Planning/Zoning Assistant
DEPARTMENT: Area Plan
WORK SCHEDULE: 8:00 a.m. – 4:00 p.m., M-F
JOB CATEGORY: COMOT (Computer, Office Machine Operation, Technician)
DATE WRITTEN: February 2015 STATUS: Full-time
DATE REVISED: FLSA STATUS: Non-exempt
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. White County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.
Incumbent serves as Building and Planning/Zoning Assistant for the White County Building and Area Plan department, responsible for providing administrative support to Department staff and assisting the public.
Maintains calendar for Executive Director and Building Inspector.
Answers telephone and greets office visitors, providing information and assistance on planning and building related matters regarding zoning, land use, and current private and public building/development projects.
Maintains department files and organizes historical computer records.
Processes applications, prepares records and assists in evaluation of rezones, special exceptions, variances, ordinance amendments, and floodplain data on properties and other proposals.
Prepares and distributes agendas, Board member packets, and supplemental materials for White County Area Plan Commission and Board of Zoning Appeals.
Investigates and analyzes property ownership, and zoning histories, including gathering and consolidating data from public records to assist in development if written staff reports in support of applications for board actions.
Reviews and proofreads Executive Directors correspondence and memos.
Processes applications and issues improvement location permits, temporary use permits, building permits, and certificates of occupancy. Provides signature for permits.
Reads, interprets, and understands blueprints and construction drawings.
Issues street addresses for new construction.
Utilizes GIS to locate parcels, generate site plans, identify adjoining property owners, analyze special conditions on parcels pertaining to development, confirming or assigning addressing on properties, viewing floodplain status, measuring lot coverage, obtaining zoning on parcel, and obtaining property records card.
Prepares public notices for rezones, variance requests, and special exemptions and identifies and notifies adjoining property owners.
Ensures National Flood Insurance Program regulations pertaining to State and Federal guidelines.
Reads and interprets legal descriptions to determine property lines, right-of-ways, and easements. Reviews and interprets boundary surveys.
Organizes, structures, and prepares Comprehensive Plan data and documents. Reviews and processes Combine Parcel Applications.
Generates monthly and annual building and census reports. Updates property specific historical records.
Reviews and evaluates historical records for Auditor, Assessor, and Recorders office to resolve property ownership, property transfer, and identification issues.
Reviews and processes Administrative subdivision applications. Documents and maintains files on complaints and violations.
Notarizes legal documents for department.
Attends meetings as required, including providing support, and preparing, distributing, and maintaining official board minutes.
Performs related duties as assigned.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or GED. Possession of or ability to obtain Notary Public License.
Ability to meet all employer and department hiring requirements, including passage of a drug test, and criminal background check.
Working knowledge of standard office procedures and basic computer skills, and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.
Working knowledge of community geography and ability to read and interpret property legal descriptions, construction and subdivision development plans, plat and flood plain maps, and aerial photos.
Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence and written reports as required.
Knowledge of basic filing systems and ability to create and maintain accurate and complete Department files/records.
Ability to operate standard office equipment, such as computer, calculator, fax machine, postage meter, copier, telephone, and digital camera.
Ability to effectively communicate orally and in writing with co-workers, other County departments, GIS provider, Town/City Clerk-Treasurer, City Mayor’s Office, local Sewer District, land surveyors, realtors, insurance agencies, general contractors, title companies, United States Post Office, Fire Department, local newspapers, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.
Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to competently serve the public with diplomacy and respect, including occasional encounters with difficult/irate persons.
Ability to understand, memorize, retain, and carry out oral or written instructions and present findings in oral or written form.
Ability to compare or observe similarities and differences in data, compile, collate, or classify data, and make determinations based on data analyses.
Ability to work alone with minimum supervision and with others in a team environment.
Ability to work on several tasks at the same time and work rapidly for long periods, often under time pressure.
Ability to apply knowledge of people and/or locations, and plan and layout assigned work projects.
Ability to read and interpret detailed prints, sketches, layouts, specifications, and maps.
Ability to occasionally plan and present public speaking presentations and special events.
Ability to occasionally work extended and/or evening hours and occasionally travel out of town, but not overnight.
Possession of a valid Indiana driver's license and demonstrated safe driving record.
Incumbent performs duties according to supervisor with work priorities primarily determined by service needs of the public and/or meeting deadlines. Assignments are guided by definite objectives using a variety of methods or procedures with incumbent referring to supervisor for unusual matters, such as policy interpretations. Decisions are always determined by specific instructions or existing, well established policies and procedures. Work errors are primarily prevented through procedural safeguards, and detected through supervisory review and/or outside sources. Undetected errors could result in loss of money to department, work delays in other departments/agencies, and/or inconvenience to other agencies or the public.
III. PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, other County departments, GIS provider, Town/City Clerk-Treasurer, City Mayor’s Office, local Sewer District, land surveyors, realtors, insurance agencies, general contractors, title companies, United States Post Office, Fire Department, local newspapers, and the public for the purpose of exchanging information.
Incumbent reports directly to the Executive Director.
IV. PHYSICAL EFFORT AND WORK ENVIORNMENT:
Incumbent performs duties in a standard office environment, including sitting/walking at will, sitting for long periods, lifting/carrying objects weighing less than 25 pounds, keyboarding, close vision, color perception, speaking clearly, and hearing sounds/communication. Incumbent occasionally works extended and/or evening hours and occasionally travels out of town, but not overnight.