Planning Coordinator

DEFINITION: Under general supervision of the Director of Planning & Development Services, the Planning Coordinator works both in an administrative assistant role and on planning-specific tasks relating to land use matters. The employee is therefore required to be technically proficient professional software, organized, proactive in communication, customer service skills, and analytical. This position is above an entry-level administrative function and requires additional training and knowledge through continuing education, as is available. The position is responsible for document management, schedules, meeting minutes, answering inquires, and other office support duties. Performs related work as required.

ESSENTIAL FUNCTIONS (Not all-inclusive): Communicates and works effectively with local governments, community leaders, developers, and organizations in the planning, development and implementation of special projects and research. Assists with the coordination of planning matters aimed at creating a more diversified and sustainable community intended to attract new development and increase employment opportunities. Attends interdepartmental meetings, as needed, to identify and prioritize project needs. Acts as secretary to the Planning & Zoning Board, the Development Review Committee, and other committees, within time limitations to achieve their agendas, minutes, and organization, as assigned by the Department Director. Performs routine office functions such as typing, filing, and computer entries. Performs functions as the department receptionist; receives and screens calls and visitors; directs to appropriate entities; answers questions; and assists in solving problems. Performs a variety of keyboard tasks from rough drafts, notes and oral instructions, such as forms, letters, reports, schedules, manuals, booklets, requisitions, and purchase orders; generate correspondence draft replies based on own research and initiative. Operates a variety of office equipment, such as facsimile machines, typewriters, computer terminals, copy machines. Secures details of specialized information, coordinating office work and providing information regarding services and operations of the assigned department or work unit; assists in maintenance of website as directed. Responsible for specific department function(s) or program(s) with general oversight by immediate supervisor or department senior management. Develops, organizes, maintains and improves department filing system; performs sorting, grading, verifying, filing, and/or retrieving department office documentation. Researches, compiles and assembles a wide variety of information to be used by others based on direction or perceived need, compares data and information as directed, and proactively seeks solutions to matters through self-initiative. Prepares, organizes, and maintains department records; establishes new and specialized files according to prescribed methods or perceived need. Keeps appointment calendars and schedules appointments; makes travel arrangements. Maintains department supply inventory; orders supplies as needed; monitors budget/prepares purchase orders; maintains petty cash accounts. Works with the Finance Department and Business Tax Receipt program to coordinate recordation of application payments. Enters a variety of routine, technical, and specialized data into department computer system. Prepares, sorts, prioritizes, and distributes all incoming and outgoing mail. Practices effective time management and in scheduling of work priorities. Provides logistical support and manages data, creates forms, reports, and spreadsheets; extracts data for tracking purposes. Assists in the preparation of quarterly or annual reports as required. Maintains files related to the administration of the zoning, permitting, and inspection activities. Maintains files by organizing log books, files, plans, and weekly reports, as needed. Reviews planning and zoning related reports for quality assurance/quality control, and may be tasked to assist in the preparation or compilation of more complex reports. Assists in the processing approval of regulatory materials, such as applications, development agreements, development orders, ordinances, or resolutions, through review of site plans for zoning compliance. Provides assistance to the public about planning and land development standards, zoning criteria, and permit requirements (if applicable) and directs customers to the appropriate person. Answers general inquires and provides information to the public concerning planning requirements.

NON-ESSENTIAL FUNCTIONS: Performs other duties as assigned by the Department Director.

MINIMUM QUALIFICATIONS: High school diploma or GED; supplemented by a minimum of two (2) years previous experience and/or training involving office management, bookkeeping, and/or accounting; or an equivalent combination of education, training, and experience. Previous government experience and/or certifications are a plus.

LICENSES/CERTIFICATIONS: Requires a valid driver's license in Florida.