Planning Coordinator - 0624

Job Summary

Under regular direction and in compliance with standard operating procedures and policies, provides general support for staff and operations in the City's Planning and Zoning Division. Responsible for ensuring successful day-to-day operations of the Planning Office.

Coordinates and manages permits and applications, planning board and commission materials, zoning and subdivision requests, and related functions to support the Planning & Zoning Division. Responds to phone, email, and in-person inquiries from the public regarding Planning & Zoning matters. Provides administrative support to division staff.

Monitors division operating budget and completes financial processes such as preparing invoices, submitting check requests, and processing vendor payments. Provides limited technical assistance to the public and developers regarding ordinance regulations. Works with other City departments and divisions such as Building Codes, City Attorney's Office, Revenue, and City Clerk to complete Planning & Zoning functions in compliance with City standards.

Performs ongoing reviews of division processes and activities and makes recommendations for improvement. Implements new policies, rules and regulations. Performs additional duties including greeting public walk-ins, setting up staff appointments/meetings, and monitoring and maintaining office equipment and supplies as needed.

Organizes and schedules induction and training sessions for new employees. Requires attendance at some evening meetings, approximately one per week. Manages and updates division website to include monthly Boards/Commission public notices and meeting materials.

Attends monthly Board/Commission meetings to assist with setup and takes meeting minutes. Assists in maintaining department budget and various expense reports.

Processes invoices for payment and enters purchase orders and requisitions into financial management system. Responds to FOIA requests applicable to the Planning & Zoning Division.

Essential Functions

Essential Functions

  % of Time

• Perform Office and Administrative Support Functions: Perform administrative office duties including, but not limited to, greeting office visitors, maintaining office supplies, checking mail, gathering timesheet information, scheduling meetings, and preparing correspondence, memos, meeting agendas, reports, and agreements.
  
  Answer the primary office phone line, respond to voicemails, and manage the department's email inbox. Periodically update the City's Planning & Zoning webpages. Oversee and implement division record organization, retention, and archives per City Clerk requirements.
  
  Assist with weekly, monthly, and annual processes and reporting. Manage assigned staff calendars and facilitate meetings. Help plan and coordinate various meetings and events, which may include ordering and delivery/pickup of meals, supplies, and other materials.
  
  Ensure regular maintenance and upkeep of the Division's fleet vehicles. Obtain quotes from vendors, venues, or service providers as needed. Assist with subscription renewals, booking conferences, and travel arrangements.
  
  Handle monthly mass mailings, when required. Manage custodial vendors and coordinate with Facilities Maintenance to ensure cleanliness and good repair of office environment. Ensure proper functioning of equipment including copier, phones, electronic devices, and appliances. Coordinate onboarding process for new employees.

35%

• Provide Planning & Zoning Assistance to City Staff and the Public: Provide support and limited technical assistance related to the Planning and Zoning functions of the Division.
  
  Develop a basic understanding of the Greenville Development Code and general planning and zoning concepts. Assist clients with general inquiries about the City's planning, zoning, and code requirements, while directing complex inquiries to appropriate Division staff. Conduct application intake and acceptance reviews for certain projects and permits.
  
  Assist clients with processes for development projects and zoning requests. Complete approval steps in the City's permit management system. Support planners and Division administration as needed for plan reviews.
  
  Coordinate monthly Project Preview Meetings including application intake, agenda preparation, public notice, and meeting facilitation. Complete non-complex permit assignments such as simple zoning verification letters. Collaborate with City staff to enhance division processes and deadlines.

35%

• Provide Planning Board and Commission Support: Work closely with board and commission liaisons to ensure successful operation and functioning of the City's Planning Commission, Historic Review Board, Design Review Board, and Board of Zoning Appeals.
  
  Monitor department deadline schedules and notify co-workers/managers of required actions to ensure timely completion of reviews, public notices, and board and commission legal package submittals. Process online and paper applications, review for application acceptance sufficiency, and reconcile payments. Prepare and submit public notices for newspaper publication.
  
  Post meeting information and agenda materials to City website. Attend board and commission meetings that include evening meetings once per week on the first, second, and third Thursday every month and on the fourth Tuesday of each month. Assist with meeting logistics including setup, breakdown, time clock management, preparing meeting minutes, coordinating virtual meetings, and other required tasks. 

20%

• Assist with Department Finances: Assist in maintaining department budget and various expense reports.
  
  Process invoices for payment and enter purchase orders and requisitions into financial management system. Ensure that all payment requests are processed correctly, in a timely manner, and charged to the proper account. Work in coordination with accounts payable personnel to resolve outstanding payments or issues.
  
  Identify discrepancies and follow up with appropriate personnel for corrections. Work with accounting and finance staff to reconcile accounts as needed. Assist staff with submitting for petty cash reimbursements from the Revenue Division.

5%

• Complete Freedom of Information Act (FOIA) Requests: Respond to FOIA requests applicable to the Planning & Zoning Division within required timeframes.
  
  Coordinate with staff and review departmental files and records to identify and collect responsive records. Serve as liaison to the FOIA Paralegal in the City Attorney's Office. Keep division administrators updated as to FOIA applications and responses.

5%

Perform other duties as assigned.

Job Requirements

• Associate degree in business management, accounting, paralegal services, or a related field.

• Over two (2) years of experience in office administration, planning and development, real estate, construction management, business, paralegal work, or a related field.

• SC Notary Public within 12 months of hire.

Preferred Qualifications

• Bachelor's degree in planning, business management, or related field.

• Additional experience in Microsoft Office Programs, ArcMaps, GIS, analytic and reporting software, and permit software.

Driver's License Requirements

• Valid South Carolina Class D Driver's License

Performance Requirements

Knowledge of:

• City land management and related ordinances.

• Standard office practices and equipment.

• Office management systems and procedures.

• Computer research techniques, methods, and procedures.

Ability to:

• Develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments, external organizations, and the general public.

• Appropriately handle confidential information.

• Use effective judgment in discussing and resolving customer related issues consistent with City and department policies and procedures.

• Communicate basic to complex ideas verbally and in writing in a clear, concise and professional manner; prepare written reports, summarize meeting minutes, and compose emails, business letters, and various correspondence.

• Maintain excellent organization and attention to detail; develop and maintain filing systems; and maintain complex records using a variety of source materials.

• Understand and follow complex oral and written instructions.

• Work with frequent interruptions and changes in priorities.

• Type, take, and transcribe dictation.

• Review, proofread, and/or edit assigned work products to ensure correct grammar and consistency of format.

• Make basic mathematical calculations, track and reconcile expenditures, as well as, ensure accuracy of invoices and other related documents.

• Utilize specialized software and systems in performance of job duties which may include work management system, mapping system, permit tracking and reporting systems, and purchasing and financial systems.

• Operate general office equipment to include scanner, printer, copier, telephone, plotter, projector, and computer with Microsoft Office Suite.

Working Conditions

Primary Work Location:  Office environment.

Protective Equipment Required:

Environmental/Health and Safety Factors:

Relatively free from unpleasant environmental conditions or hazards.

Physical Demands:

Continuously requires standing, fine dexterity, walking, carrying, reaching, handling, pushing/pulling, vision, hearing, and talking. Frequently requires lifting, sitting, balancing, bending, and crouching.

Occasionally requires kneeling, climbing, and twisting. Medium strength demands include exerting 20- 50 pounds occasionally, 10-25 pounds frequently, or up to 10 pounds constantly.

Mental Demands:

Requires frequent change of tasks, irregular schedule/overtime, performing multiple tasks simultaneously, working closely with others as part of a team, and tedious or exacting work. Occasionally requires time pressures and noisy/distracting environment.

Americans with Disabilities Act Compliance

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.