Planning Clerk

Job DescriptionJob Description

Overview

This is a journey-level position requiring independence, judgment, and discretion. The role is responsible for providing clerical, administrative, and customer service support for public boards and commissions, including but not limited to Planning, Architectural Review, Zoning Appeals, History and Culture, Urban Design, and Public Art.

Supervision Exercised/Received

• Exercised: Typically does not supervise other employees.

• Received: Typically reports to a Deputy Director, Senior Manager, or Program/Operations Manager (other reporting relationships may apply).

Key Duties and Responsibilities

• Prepare documents for meetings and workshops.

• Provide administrative and technical support during meetings and workshops.

• Take minutes, transcribe notes, and use audiovisual devices to record meetings.

• Assist with management, retention, and responses to public records inquiries.

• Prepare, file, and retrieve documents (paper and electronic).

• Provide customer service via phone, email, and in-person interactions.

• Create publications, presentations, and content for websites and public distribution.

Knowledge, Skills, and Abilities

Knowledge of:

• Rules, codes, board/commission functions, and parliamentary processes.

• Microsoft Office Suite (Outlook, Word, PowerPoint).

• Standard office equipment (computers, telephones, copiers, fax machines, scanners, audiovisual devices).

• English and grammar.

• Basics of land use laws, zoning codes, and related planning principles.

Skills in:

• Document preparation and handling.

• Administrative and technical support.

• Meeting and records management.

• Customer service.

• Creating content for presentations, publications, and websites.

Ability to:

• Adapt to different tasks and environments.

• Think critically to identify solutions.

• Communicate effectively with staff, clients, and the public.

Minimum Qualifications

• High school diploma or GED.

• Two (2) years of advanced administrative assistant experience, including meeting minutes and transcription.

• Equivalent combinations of training and experience may be considered.

• No certification or license required.

Qualifications

• Associates degree in a related field.

• Four (4) years of advanced administrative assistant experience, with meeting minutes and transcription.

• Experience working in local government or an urban environment.