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CLASSIFICATION TITLE: ADMINISTRATIVE ASSISTANT/OFFICE OF PLANNING, ZONING & SUSTAINABILITY
PURPOSE OF CLASSIFICATION
The purpose of this classification is to provide administrative support work for management, administration, coordination of personnel/human resources and payroll activities for the Office of Planning, Zoning and Sustainability. Work involves preparing and maintaining personnel records, payroll documents and related paperwork for the department/office. Providing clerical support to department management/Planning and Zoning Administrator, prepare reports, correspondence, and other materials. Entering and retrieving information from department databases; maintain other materials. Entering and retrieving information from department databases; maintaining automated and manual files; and assisting callers, customers, the general public, and/or visitors. Work is performed under the general supervision of an elected official, department director or division manager.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Establishes and maintains personnel records for department employees; prepares and processes paperwork resulting in Personnel Actions (performance evaluations, salary increases, promotions, terminations, etc.)
Maintains schedule/calendar for Planning and Zoning Administrator/Department Management, makes necessary travel arrangements; schedules meetings for department staff as requested; prepares and distributes agendas; and obtains requested audio-visual equipment.
Prepares department documents, records, reports and forms requiring knowledge of programs, policies, ordinances, county codes and procedures. Researches, compiles, consolidates, and/or tabulates information; incorporates information into requested reports and other prepared materials; proofreads for accuracy and completeness; and distributes upon approval.
Greets visitors, patrons, and/or customers; and directs them to appropriate meeting room. May interview customers, patrons, defendants, or other persons engaged in department/office programs or services. May manage the booking/scheduling and use of department facilities and provide to patrons regarding same.
May maintain contact with staff members via two-way radio.
Facilitates public relations and a positive department image through contacts with the public customers, patrons, and local and County officials.
Prepares and sends press releases for programs as necessary. Serves as back up to other staff members as needed.
Responds to and assists department/office employees’ requests and problems related to payroll, workers’ compensation, and insurance.
Prepares and provides payroll management for newly re-established Planning and Zoning Department known as the Office of Planning, Zoning and Sustainability (OPZ+S); receives and reviews timesheet documents; enters codes for leave taken and other actions which affect employee pay; reviews and verifies payroll data and submits for final approval and processing. Handles all information on training classes, drug testing, and other actions as necessary.
Assist department management with budgeting, purchasing, and personnel activities; supporting the Zoning Code Enforcement, Planning, Zoning and Site Plan Review Divisions; tracking department revenue; preparing reports, correspondence, presentations and other materials; and establishing and maintaining department records, databases, automated files and reports to the Planning and Zoning Administrator.
Assist the Zoning Code Enforcement Officers with package preparation and back up research support.
Answers department telephones; provides assistance, requested documents and information; refers callers to other staff members as appropriate; and takes messages. Receives, dates, and distributes incoming mail. Prepares outgoing mail.
Processes forms to requests to inspect public records.
Prepares job vacancy advertisements for publication; forwards job announcements.
Enters information into department/office software programs and databases; updates information; creates new spreadsheets/files; and purges old data as appropriate. Researches information from databases and incorporated into reports, summaries and other assignments.
Maintains assigned inventories; prepares, reviews, and processes purchasing documents; prepares purchase orders for needed materials, equipment and supplies; receives and distributes incoming supply shipments; reviews and code invoices and forwards payments.
Performs basic maintenance of computer system and office equipment, such as backing up data, replacing paper, ink, or toner, coordinates service/repair activities as needed.
Coordinates with other departments involving vehicle accidents and incidents, including filing insurance information, police reports etc.
Coordinates Open Records Requests, inquiries, and complaints.
Receives, dates, and distributes incoming mail and other documents delivered to the department such as construction plans, plats for approval, permit requests, tax returns, legal papers, court orders, etc.
Reviews, verifies and/or processes incoming documents and forwards or disburses as appropriate.Prepares outgoing mail. Receives, receipts and monitors money received for department programs, fees, services, and other income sources. Prepares deposits and forwards to the Finance Department as appropriate.
Advises departmental employees on established county and departmental policy related to personnel practices and procedures.
Serve as liaison between department management and customer and department/office staff, contractor/consultants; respond to questions regarding department activities and services; explain policies and procedures, operations and follow-up to obtain additional information.
Maintains time worked for department in Time Management System to be submitted for Payroll processing. Maintain accurate record keeping for consultant contract including deliverables and billed invoices, coordination with Finance Department.
Prepares folders, project files, maintains files of department correspondence, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department/office records/files.
Types rules, regulations, policies and procedures, manuals, reference materials or other documentation.
Assembles final documents/products for review and signature.
Performs other related duties as required.
High school diploma or GED; supplemented by three (3) years in an office environment: or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
Clayton County, Georgia, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.