Department: Planning Services FLSA Status: Non-exemptClassification/Level: Office Support, B8 Date Last Reviewed: 4/2024Under the direction of the Deputy Land Use Director, the Office-Finance Manager provides administrative and financial support for the Department of Planning Services including maintaining financial and statistical records.ESSENTIAL FUNCTIONS: Responsible for completing financial and accounting operations including payroll, accounts receivable and accounts payable. Assists in preparation of annual budget and budget monitoring.Maintains daily cash journal, assets and cash ledgers.Posts receipts and expenditures for review and approval by the boards to which the department reports.Prepares and submits claims and requisitions for payment.Prepares monthly financial and year end reports of receipts and expenditures for approval through Department boards.Creates, designs and programs reports reflecting various aspects of Departmental payroll timesheets, financial reports and recap reports.Receives monies, prepares and submits cash reports to the Auditor’s and Treasurer’s offices.Maintains both financial and statistical records for the department’s funds, including all documentations for Federal and State grant programs, money transfers and closes out ledgers accordingly.Directs daily office support operations and reviews the work and procedures of the clerical staff. Assists with hiring and administering corrective discipline for intake clerical support positions including establishing and maintaining correspondence and personnel files.Provides excellent customer service, assisting the general public both in person, by phone and/or email Provides accurate and precise responses to zoning ordinances inquiries and explains department policies and procedures.Responsible for secretarial duties including, but not limited to, receiving money, posting receipts, data entry, scanning, typing filing, record keeping and documentation production and distribution.Compiles and mails various documents to various officials, media representatives and citizens including agendas, minutes, proxies, meeting notices and project reports.Provides support to the boards and commissions by attending monthly public hearings and business meetings recording accurate minutes. Ensures accuracy of appropriate data for public hearings and potential litigation.Provides minutes, ordinances, resolutions, affidavits and related documents to boards and commissions.Prepares and submits department payroll. Prepares electronic and paper documentation for new hire, step increase, transfer, disability, FMLA and employee termination.Reads, interprets and trains secretary-intake staff on use of zoning and parcel maps and parcel and ownership information through GIS.Verifies completeness and accuracy of department records, including certificates of occupancy, land survey and plot plan matches.Receives, reviews and processes certain improvement location permits applications, routing projects to pertinent governmental agencies, identifying correct zoning, establishing correct key/parcel numbers and determining specific qualifications for each property.Issues certificates of occupancy, land survey and plot plan matches.Receives, reviews and issues Improvement Location Permits, Certificates of Compliance and other permits and licenses as directed, working in cooperation with other departments to compile information or resolve issues with permits or requests. ESSENTIAL FUNCTIONS (continued): Updates computer data files, scans department records, county codes, annual work and comprehensive plans.Performs all other duties as assigned. REQUIREMENTS:High School Diploma or GED with additional specialized training gained in a program of less than eighteen months in Bookkeeping, Accounting, or Paralegal.Must have three years of experience in bookkeeping and/or paralegal, demonstrated customer service experience, computer skills, strong written and verbal communication skills, and supervisory experience.Strong customer service, leadership, written and verbal communication skills.Thorough knowledge of established office practices and operating procedures, with the ability to apply regulations to specific situations and supervise and assist staff.Working knowledge of dictation and transcription.Ability to use standard office equipment including, but not limited to, fax, copier, telephone, calculator, computer, and printer.Ability to maintain strict confidentiality of department records and information.Knowledge of and the ability to apply zoning ordinances to cases and inquiries.Ability to assist and train other intake staff.Ability to read, interpret, and appropriately process department documents.Knowledge of the principles and objectives of municipal planning and zoning.Familiarity with Federal, State, County, and City laws governing zoning, permits, zoning appeals, and land use.Strong computer skills including the ability to use Microsoft Office and other job-related computer software programs.Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.Ability to compute percent and to use an engineer’s scale in the review of project plans.Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.Valid Driver’s License to operate County vehicles.PERFORMANCE EXPECTATIONS:The Office Manager performs complex work requiring technical and specialized knowledge, particularly in completing financial and accounting operations such as payroll, accounts receivable, and accounts payable. Additionally, the Office Manager must possess the ability to apply rules and regulations when directing daily office support operations.RESPONSIBILITY:The Office Manager is responsible for various tasks, including providing customer service and offering accurate and precise responses to inquiries regarding zoning ordinances. Errors in work may lead to delays. The role entails taking initiative in planning and considering improvements to intake and office procedures. Work is subject to review to ensure compliance with procedural requirements. PERSONAL WORK RELATIONSHIPS: The Office Manager maintains frequent communication with other County and City employees, State and Federal officials, petitioners and the general public regarding complex codes and ordinances. WORKING CONDITIONS:The Office Manager works in a standard office environment, with the ability to move around freely. This involves some standing, walking, and sitting, as well as occasional lifting up to forty pounds, bending, pushing, and/or pulling loads, reaching overhead, and kneeling. The role requires very frequent typing with attention to detail, along with the ability to transcribe and proofread frequently. There may be some exposure to noise. SUPERVISION:The Office Manager assists with hiring, training, and evaluating the performance of three clerical support staff. Additionally, they provide corrective discipline and supervise and review their work and procedures. LICENSING:Valid Driver’s License to operate a County vehicleAbility to obtain Notary Public upon hire IMMEDIATE SUPERVISOR:Deputy Land Use Director HOURS:8:00 am – 5:00 pm with evening and before normal business hours required EEO CATEGORY:1006 WORKERS’S COMP CODE:8601 I agree that the contents of this job description are a fair and accurate representation of the duties of this position being described. Employee Signature: ____________________________________________ Date: ____________________Supervisor Signature: ____________________________________________ Date: ____________________