Administrative Assistant I - Planning & Community Development

Administrative Support Specialist

Work involves the performance of a wide range of administrative, clerical, and limited accounting functions under the direction of the Manager, Planning and Community Development. Administrative duties include, but are not limited to, coordinating and managing case applications, board deadlines, schedules, agendas and related assignments; assisting customers with land development and zoning inquiries; using custom software to manage land development and inquiry cases; and performing research / analysis as needed to ensure efficient operations of Planning Services. This position also attends Shelby County Planning Commission meetings as the minute taker; proofreads various written documents, performs time-keeping tasks, and processes requisitions and expense reports. This position may perform other duties and responsibilities as assigned by the Director of Development Services.

• Accepts applications, collect fees, and prepare case distribution communication.
• Prepares legal notifications, agendas, and planning-related calendars.
• Attends Shelby County Planning Commission as the minute taker to summarize the proceedings and then produce formal meeting minutes as the official record.
• Maintains various files and records, both paper and digital files on the server and in custom case management software.
• Performs various office functions that include, but are not limited to, coordinating large mailings, preparing Board packets and documents, and scanning and organizing files.
• Proofreads various documents to review written content for grammar, spelling, punctuation, and formatting errors.
• Processes Record Plats in the Probate Office as needed.
• Coordinates and updates website documents with IT.
• Prepares various documents and correspondence related to land development as directed by the Manager, Planning and Community Development.
• Performs various office functions that may include, but are not limited to, reception and referral, clerical support, processing incoming and outgoing mail, scheduling appointments, completing forms, and project research and preparation.
• Provides support for the fixed asset recording and reconciliation process; preparation and processing of purchase orders, staff expense reports, and other financial reports as needed.
• Maintains attendance and leave records; posts time and attendance for positions in Development Services; and assists employees with their time, attendance and leave records.
• Provides customer service to individuals and outside agencies by effectively responding to customer inquiries, complaints and requests for information.
• Performs all duties in a safe and efficient manner.
• Performs all other duties as assigned by supervision.

Qualifications and Requirements

MINIMUM REQUIREMENTS

PREFERRED REQUIREMENTS

Physical Demands & Work Environment

WORKING CONDITIONS

Work is performed in an office environment and involves every day risks or discomforts which requires normal safety precautions when operating equipment and performing the work.

PHYSICAL REQUIREMENTS

Work is sedentary in nature consisting of sitting, standing, lifting, bending and occasional driving.

Conditions of Job Offer and Employment

EXAMINATIONS : Applicants are screened and certified based on an evaluation of their education, training, experience and other requirements as outlined in this Position Announcement and denoted on their Job Application and responses to the Supplemental Questionnaire.

BACKGROUND CHECK : As part of the pre-employment procedure, former supervisors, employers, police and FBI files, plus references provided by the candidates shall be checked as a precaution against obtaining undesirable employees. Reference and background checks may or may not be completed prior to an offer of employment, and the information shall be handled as privileged information available to appointing authorities in considering applicants.

PRE-EMPLOYMENT / POST OFFER DRUG SCREENING : Shelby County is committed to providing and maintaining a drug-free work environment. After receiving a conditional offer of employment, applicants are required to pass a drug test conducted at a test site designated by Shelby County.

Shelby County, Alabama is an Equal Opportunity Employer. Qualified applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital or veteran status, disability or any other legally protected status.

Benefits

Shelby County offers a competitive benefit package that includes :

In addition a wide variety of voluntary benefits are available for benefits eligible employees to purchase :

Critical Illness Insurance

Medical Spending Account