Planning Specialist - Planning and Zoning at Town of Vienna – Vienna, Virginia

Bring your administrative expertise, tech savvy, and passion for public service to our Planning and Zoning team! The Town of Vienna is seeking a Planning Specialist who is ready to take initiative, solve problems, support Town boards, and deliver top-notch customer service. If you enjoy work that’s diverse, detail-oriented, and central to keeping Town operations running smoothly, this is the opportunity for you.

Under general supervision of management of the Department of Planning and Zoning, the purpose of the position is to perform responsible administrative, clerical and financial work that involves a wide variety of activities in the department. The position also supports Town boards and commissions for which the department is responsible, as assigned. Work is performed with initiative, independent judgment and accuracy, and is evaluated for adherence to instructions and established procedures upon completion. The position is responsible for skilled typing, use of computers, meeting minutes, filing, fulfillment of legal notification responsibilities, operating of office machines, paying invoices, managing the budget and interacting with customers of the department by phone, email or in person on matters related to the functions and responsibilities handled within the department and the Town as a whole. Performs related work as required.

Work Schedule:
Monday through Friday 8:00 AM - 4:30 PM

Night Meetings 2x a Month

All new employees must satisfactorily complete a background check. A conditional offer of employment may then be made contingent upon the successful completion of a drug test.

This is a non-exempt position
The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

Essential Functions

Administrative:
Provides excellent customer service. Answers and assists customers, through phone calls and emails, and in-person. Provides information on departmental functions and services and/or refers inquiries as appropriate. Assists customers with questions and information regarding application submittals.

Conducts intake and preliminary review of applications for permits and other approvals (via electronic plan review software) in service of compliance and payment of application fees.

Requires excellent computer skills utilizing Microsoft Office software products, especially Outlook, Word and Excel and the ability to learn a variety of other job-specific computer- or Internet-based applications.

Types correspondence, invoices, statements, reports and other materials from copy or notes; composes and types memos, letters, forms, notices, and other materials.

Processes department paperwork, orders office supplies, schedules meetings and training for staff and board members, arranges for food and lodging, and prepares mailings.

Manages information archiving; files documents in both hard and electronic copy form; creates project files and folders, including in digital archiving systems.

Maintains familiarity with current Standard Operating Procedures, Administrative Regulations and purchasing policies and procedures.

Budget and Financial Management:
Assists the Director and Deputy Director in budget preparation, processes bill payment and invoices, monitors budgets, prepares budget requests, and generates related reports.

Clerk:
Provides Clerk functions in support of assigned boards and/or commissions at evening meetings. (2x Month) . Assists with all aspects of preparation and administration, including preparation and distribution of agendas and other materials; posting agendas on the Web site; ensuring that requirements for legal advertisements are met, including, where necessary, coordinating with the Town Clerk; preparing for the associated meetings; in coordination with the staff liaison and board/commission Chair, monitoring meetings for adherence to established rules of procedure and/or other requirements, in coordination with the staff liaison/planner and Board Chair; calling roll for attendance and votes; producing meeting summaries, meeting minutes, and decision orders resulting from the meetings; and participates in coordinating meetings with other Town of Vienna clerk functions who provide service to boards, commissions, committees and the Town Council.

Additional Duties
Fulfills Freedom of Information Act (FOIA) requests.

Handles minor zoning questions appropriate to level of zoning ordinance knowledge.

Notarizes documents as appropriate (if a Notary Public).

Maintains positive relations with co-workers and customers.

Performs related work as assigned.

Responsibilities, Requirements and Impacts

Data Responsibility:
Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.
Gathers, organizes, analyzes, examines or evaluates data or information and may prescribe action based on these data or information.

People Responsibility:
People include co-workers, workers in other areas or agencies and the general public.
Interacts cooperatively with Town of Vienna co-workers, within the department and within other parts of the Town government. Provides high-level customer service to the department’s and Town’s various customers, who include the general public and members of boards and commissions. With a friendly and welcoming demeanor, provides accurate information, calls on co-workers for assistance as needed, and refers customers to other parts of the Town or elsewhere as appropriate.

Asset Responsibility:
Asset responsibility refers to the responsibility for achieving economies or preventing loss within the organization.
Ensures that the finances in the department are managed responsibly and within authorized budgets and proactively raises issues with supervisors when there are any questions or concerns. In coordination with the Director and Deputy Director, ensures that department equipment and resources are used responsibly and only for legitimate Town purposes.

Mathematical Requirements:
Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.
Uses basic arithmetic and algebra.

Communications Requirements:
Communications involves the ability to read, write, and speak.
Reads and understands emails, memoranda and other written communications. Reads technical instructions, procedures manuals and charts to solve practical problems, such as assembly instruction for tools, routine office equipment operating instructions Composes routine reports and specialized reports, forms, and business letters, with proper format. Speaks using normal grammar and word form. Communicates orally and in writing with staff, board/commission members and the public in a welcoming and open manner reflecting the Town’s and the department’s high priority on customer service.

Judgment Requirements:
Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.
Responsible for making good decisions based on evidence and clear thinking. Such decisions are a regular part of the position and affect individuals, co-workers and members of the public who depend on information from the department and the services provided by the department.

Complexity of Work:
Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.
Performs skilled work involving rules/systems with almost constant problem solving; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.

Impact of Errors:
Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.
The impact of errors is moderately serious – affects work unit and may affect other units or citizens.

Physical Demands:
Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.
Performs sedentary work that involves walking or standing some of the time, involves exerting up to 10 pounds of force on a regular and recurring basis, or sustained keyboard operations.

Equipment Usage:
Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.
Handles or uses machines, tools, equipment or work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:
Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.
Involves routine and frequent exposure to bright/dim light, dusts and pollen.

Safety of Others:
Safety of others refers to the level of responsibility for the safety of others, either inherent in the class or to ensure the safety of the general public.
Requires responsibility for the safety and health of others.
Requires High School graduation or equivalent, supplemented by specialized courses/training equivalent to completion of one year of college in Business, Office Support, or closely related area.

Requires three to five years full-time administrative support, secretarial or closely related experience

Special Certifications and Licenses:
Virginia Notary Public or ability to obtain within 12 months of employment
The Town of Vienna is an Equal Opportunity Employer. ADA requires the Town of Vienna to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.