Planning Office Administrator

GENERAL PURPOSE

Under the supervision of the Planning Director, the Planning Office Administrator performs a variety of administrative, clerical, and customer service functions in support of the Planning Department for the City of Ocean Springs. This position serves as the primary point of contact for residents, developers, contractors, and engineers regarding planning and zoning matters. The employee assists with departmental operations, maintains records, schedules meetings, prepares agendas and public notices, processes applications, and supports the Planning Director and staff in the administration of city planning 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 receptionist for the Planning Department by answering phones, 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, and other development-related requests. Administers and coordinates the City's short-term rental permitting and compliance program, including application intake, recordkeeping, permit tracking, and communication with applicants and property owners. Prepares and distributes Planning Commission, Zoning & Adjustment Board, Historic Preservation Commission, and other meeting agendas and packets. Attend Planning Commission, Zoning & Adjustment Board, and Historic Preservation Commission meetings. Drafts public notices, legal advertisements, meeting minutes, correspondence, reports, and other departmental documents. Maintains departmental records, files, maps, databases, permits, and archival documents in accordance with records retention requirements. Coordinates publication of legal notices and mailing of public hearing notifications. Maintains calendars and tracks project deadlines and application timelines. Compiles data and assists with reports related to planning and zoning activities. 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.

PERIPHERAL DUTIES

Works with other staff as assigned to help coordinate other special projects.

SPECIAL REQUIREMENTS

This position is required to work flexible hours in order to attend the Planning Commission, Zoning & Adjustment Board, and Historic Preservation Commission meetings after the regularly scheduled work day.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

•

REQUIRED

High school diploma and at least five years of professional office experience. •

PERFERRED

Experience in a planning department, municipal government, or closely related field. Familiarity with development and planning related codes, terminology, and practices. •

PREFERRED

Associate degree in planning, business administration, construction management, or related field.

Necessary Knowledge, Skills, and Abilities:

Strong organizational skills with attention to detail and accuracy. Ability to manage multiple tasks and deadlines in a fast-paced environment. 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. Proficiency in Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint. 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

Ability to be bonded is a requirement, due to cash handling. Must have a valid driver's license issued by the State of Mississippi.

TOOLS AND EQUIPMENT USED

Personal computer; software to include Microsoft Word, Excel, Access, Power Point, 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 accommodations 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. 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.

Job Type:

Full-time Pay:

$17.00 - $18.04 per hour

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Education:

Associate (Required)

License/Certification:

Driver's License (Required) Ability to

Commute:

Ocean Springs, MS 39564 (Required)

Work Location:

In person