What are the responsibilities and job description for the Planning Clerk position at City of Billings?
The City of Billings is seeking a Planning Clerk to perform a variety of highly responsible, financial and complex office operations and administrative duties in support of the Planning Division and activities of the Billings Metropolitan Planning Organization to assist in planning, organizing, and coordinating support activities, operations, and functions related to the assigned office; assists the public on fundamental zoning and subdivision inquires; and provides general information and assistance to staff and the general public.
Salary Range: $25.8917 - $31.4075 per hour. Salary reflects Step 1 and Step 4 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training.
Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m. with occasional night and weekend meetings.
Essential Duties And Responsibilities
Salary Range: $25.8917 - $31.4075 per hour. Salary reflects Step 1 and Step 4 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training.
Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m. with occasional night and weekend meetings.
Essential Duties And Responsibilities
- Receive zoning and subdivision applications and reviews for completeness.
- Prepare and maintain accurate files on all projects.
- Prepare and deliver legal advertisements and distribute application materials to appropriate sources.
- Attend to and manage administrative details not requiring the immediate attention of assigned staff members.
- Independently respond to routine letters and general correspondence.
- Compose and prepare letters, memoranda, and reports in support of the Planning Manager, PCSD Director and Division. pertaining to standard policies.
- Perform responsible and difficult office operations and administrative work involving the use of independent judgment and personal initiative.
- Perform varied and responsible secretarial duties to assist in the processing and completion of administrative operations for assigned staff.
- Serve as a primary resource and information source regarding Division and Department policies, procedures, objectives, and operational functions.
- Receive and interview office visitors and telephone callers.
- Answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files.
- Resolve complaints.
- Refer caller to appropriate source as necessary.
- Maintain and account for limited office funds including petty cash fund.
- Assist in budget reporting and support annual budget planning as requested by the Division Manager.
- Prepare vendor records, process completed contracts, prepare invoices and other routine division-level accounting tasks.
- Analyze situations and make appropriate decisions without immediate supervision.
- Attend and participate in staff meetings and related activities.
- Attend workshops, conferences, and classes to increase professional knowledge.
- Participate in board meetings by noticing, preparing and distributing board agendas and documents, taking meeting minutes, and ensuring accurate records of board proceedings are maintained.
- Process all planning public records request and coordinate with other divisions as required.
- Work with the City Clerk's office to maintain the Planning Division's records retention schedule.
- Complete scanning, archiving and indexing of historical record sets.
- Upper-level budgeting and accounting which includes but is not limited to producing fringe reports, quarterly reports for review and approval by the State of Montana, and records of other direct billing items.
- Act as a liaison between Planning Division staff and IT for software workflow configuration needs.
- Assist customers with electronic submission account setup including troubleshooting and assist customers with online submittal process.
- Perform other duties as assigned.
- Specialized training beyond high school that can be obtained in one (1) year or less supplemented by specialized secretarial course work in office practices, office operations, and management or business administration.
- Three (3) or more years of related wo k experience.
- Must have strong interpersonal skills, the ability to work as part of a teamwork unit, the ability to work accurately with numbers, produce financial information, and hold advanced computer and software skills.
- Associate's degree or equivalent coursework in business, finance, or related field.
- Experience with city government and knowledge of the operations of a Metropolitan Planning Organization.
Salary : $26 - $31