GENERAL PURPOSE
The Planning Administrative Assistant performs a variety of administrative, clerical, and customer service functions in support of the City of Ocean Springs Planning Department. This position serves as the primary point of contact for residents, developers, contractors, engineers, and other stakeholders regarding planning and zoning matters. The employee assists with departmental operations, maintains records, processes applications, and provides administrative support to the Planning Director and staff in the administration of planning, zoning, and development activities.
SUPERVISION RECEIVED
This position works under the general supervision of the Planning Director.
SUPERVISION EXERCISED
None.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provides administrative support to the Planning Director and Planning Department staff.
- Serves as the receptionist for the Planning Department by answering phone calls, responding to emails, greeting the public, and directing inquiries appropriately.
- Assists citizens, developers, contractors, surveyors, architects, and engineers with planning, zoning, subdivision, and permitting inquiries.
- Accepts, reviews, logs, and processes applications for rezonings, variances, conditional use permits, subdivisions, site plans, home-based business licenses, and other development-related requests.
- Schedules meetings and appointments for department staff.
- Prepares, assembles, and distributes agendas and meeting packets for the Planning Commission, Historic Preservation Commission, and Zoning and Adjustment Board; attend all meetings and provide administrative support as needed.
- Drafts meeting minutes, correspondence, reports, and other departmental documents.
- Maintains departmental records, files, maps, databases, permits, and archival documents in accordance with records retention requirements.
- Maintains calendars and tracks project deadlines and application timelines.
- Compiles data and assists with reports related to planning and zoning activities.
- Assists with updates to zoning maps, GIS records, and departmental databases as needed.
- Coordinates communication between applicants, city departments, commissions, and the public.
- Performs data entry and maintains accurate electronic and paper records.
- Ensures confidentiality and professionalism in handling sensitive information.
· Performs additional duties as assigned by the Planning Director or City Administration.
PERIPHERAL DUTIES
Works with other staff as assigned to help coordinate other special projects.
SPECIAL REQUIREMENTS
This position is required to work flexible hours to attend evening meetings of the Planning Commission, Zoning & Adjustment Board, and Historic Preservation Commission. Each board or commission meets once per month.
DESIRED MINIMUM QUALIFICATIONS
Education and Experience:
· REQUIRED: High school diploma or GED.
· PREFERRED: Minimum of three (3) years of administrative or clerical experience, preferably in municipal government, planning, zoning, permitting, or related field.
· PREFERRED: Associate degree in Business Administration, Public Administration, Planning, or a related field.
Necessary Knowledge, Skills, and Abilities:
- Knowledge of office administration practices and procedures.
- Knowledge of municipal planning, zoning, permitting, and public meeting processes preferred.
- Ability to communicate effectively with the public, elected officials, staff, and outside agencies.
- Strong organizational skills with attention to detail and accuracy.
- Ability to manage multiple tasks and deadlines in a fast-paced environment.
- Proficiency in Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint.
- Ability to learn specialized permitting and records management software.
- Ability to prepare professional correspondence, reports, agendas, and minutes.
- Ability to maintain accurate records and confidential information.
- Excellent customer service and interpersonal skills.
ADDITIONAL REQUIREMENTS
Must be bondable due to cash handling responsibilities.
Must possess a valid driver’s license issued by the State of Mississippi.
TOOLS AND EQUIPMENT USED
Personal computer; software to include Microsoft Word, Excel, Access, PowerPoint, and Adobe; phone and copy machines.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands and fingers to handle or operate objects, tools, or controls; to reach with hands and arms; and to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is primarily performed in a standard office environment with frequent interaction with the public. The noise level in the work environment is usually moderately quiet.
SELECTION GUIDELINES
Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. Must pass a criminal background check and drug test.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Pay: $15.00 - $16.39 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
Shift availability:
- Day Shift (Required)
- Night Shift (Required)
Work Location: In person
