Job Summary
Performs advanced administrative, clerical, and technical support work for the Department of Community Development. Ensures the accurate and timely processing of land use applications and related records for the Planning Commission, Board of Zoning Appeals, and other boards as assigned. Serves as a primary point of contact for citizens, applicants, developers, engineers, and builders regarding planning, zoning, subdivision, permitting, and development processes. Requires occasional evening and weekend work. Performs other related duties as assigned.
- Do the right thing.
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Promote the vision, mission and values of the Board of Supervisors and County Government Organization.
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Serves as front-line customer service contact in person, by phone, and electronically.
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Answers routine questions regarding planning, zoning, subdivision, permitting, and development processes; refers complex matters to appropriate staff.
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Schedules meetings, appointments, inspections, and use of conference rooms or department resources.
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Performs general office duties including correspondence, filing, mail processing, data entry, records management, and supply ordering.
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Coordinates department purchasing card transactions, invoices, and payments with Finance staff.
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Supports the Community Development Permit Technician and other department staff as needed.
- Receives, reviews for completeness, logs, and processes applications and requests, including rezonings, special exception permits, variances, appeals, subdivisions, boundary line adjustments, home occupations, text amendments, and related land use matters.
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Assigns file numbers, collects fees, enters data into applicable software systems, and verifies required supporting materials.
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Checks for delinquent real estate taxes or other prerequisites as required.
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Maintains public records for land use cases and distributes public comments to board members as appropriate.
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Revises tax maps and maintains databases related to zoning and land use actions.
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Assists with land use case review and preparation of draft resolutions.
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Prepares VDOT street acceptance packages.
- Prepares agendas, packets, handouts, and supporting materials for the Planning Commission, Board of Zoning Appeals, Board of Supervisors, and other assigned boards.
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Coordinates joint meetings with County Administration and other departments.
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Attends meetings as required; records proceedings and prepares accurate minutes.
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May serve as secretary to the Board of Zoning Appeals.
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Prepares and submits required legal advertisements and notices.
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Assists with annual reports and related board documentation.
- Maintains permitting and departmental databases; generates daily, weekly, monthly, or special reports.
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Ensures compliance with Library of Virginia records retention and destruction requirements.
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Maintains indexes, files, maps, plats, plans, and other official records.
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Notarizes plats and other County documents as authorized.
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Assists in development of presentations, graphics, charts, tables, and statistical reports.
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Monitors internal workflows and deadlines to support timely processing of department items.
- Utilizes permitting, records management, scheduling, and document preparation software to support efficient department operations.
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Assists with maintenance and organization of electronic workflows, digital records, and automated processes.
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Supports implementation and responsible use of emerging technologies, including AI-assisted tools, to improve customer service, communication, document management, and operational efficiency.
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Reviews AI-generated or automated content for accuracy, completeness, professionalism, and compliance with County standards.
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Assists staff and customers with navigating digital application, permitting, and public information systems.
Notice Requirement
2 Weeks
Random Alcohol/Drug Screening Requirement
No
This position performs administrative and customer service duties under general supervision while developing technical knowledge of planning and zoning procedures.
- High school diploma or GED required.
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Two or more years of customer service, administrative support, clerical, or information processing experience required.
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One year of satisfactory service as a Planning Administrative Assistant II, or equivalent relevant experience as determined by the County.
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Strong organizational, communication, and computer skills.
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Ability to exercise sound judgement and apply established policies and procedures.
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Ability to learn zoning terminology, permitting procedures, and County ordinances.
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Proficiency with Microsoft Office Suite and standard office technology.
- Virginia Notary Public Commission.
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Ability to take and accurately transcribe dictation.
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Knowledge of zoning ordinances, subdivision regulations, and local government development processes.
Notice Requirement
2 Weeks
Random Alcohol/Drug Screening Requirement
No
This position performs advanced administrative and technical support duties requiring greater independence, judgment, and knowledge of planning and zoning procedures.
- High school diploma or GED required; associate degree preferred.
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Five or more years of progressively responsible administrative support, clerical, local government, or information processing experience required.
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Demonstrated experience supporting development review, permitting, or zoning administration activities.
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Strong knowledge of zoning and subdivision procedures, records management, and customer service practices.
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Proficiency with Microsoft Office and experience using GIS, permitting software, Bluebeam, or related systems.
Advancement to or placement within the Administrative Assistant III level may include consideration of:
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Certified Zoning Official (CZO) certification.
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Notary Public designation.
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Ability to take and accurately transcribe dictation.
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Knowledge of zoning ordinances, subdivision regulations, and local government development processes.
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Increased technical proficiency and independent decision-making ability.
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Demonstrated leadership, mentoring, or process improvement contributions.
Reports to: Planning Manager
Supervisory Responsibility None
Applicant Notice:
If a job application includes any questions about prior arrests, charges, or convictions, the employer must notify the applicant—either in the application or in a separate notice—that sealed records don’t have to be disclosed.
Botetourt County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
