Planning & Zoning Assistant

Performs technical, administrative, and research tasks related to planning and zoning issues. Assists in the preparation of board and commission agendas, minutes, and meeting packets. Responsible for maintaining electronic file system used to provide the public with on-line access to city records. Assists the Zoning Administrator with various administrative duties for the Building Services Department. Assists with front counter operations of the Building Services Department.

• Assist staff in the preparation and distribution of agendas.
• Coordinate with Department Heads regarding agenda information and timelines.
• Provide consistency between boards through agenda and background information formats.
• Distribute agendas to all staff, board and commission members, post agendas on website, calendar and at all locations required by Open Meeting Act.
• Meet each board’s deadline for providing agendas.
• Maintain electronic file system used to provide the public with on-line access to City Records by adding, deleting and organizing electronic files on the City’s website. Scan archival files and current building applications and permits as they are submitted.
• Update other information on the Building Services Department page on the City’s website as needed.
• Review permits and remove confidential information before uploading them to Documents on Demand.
• Issue permits for applications regarding fences, signs, decks, and accessory structures.
• Review building permit applications to ensure they are complete. If they are complete, forward the application to the Planning/Zoning Administrator.
• File completed permit applications.
• File United States Bureau permit issue report on a monthly basis.
• Check the Zoning Ordinance on a monthly basis and update if needed.
• Provide clerical support to Planning / Zoning Administrator, other department heads, and serves as recording secretary for the listed boards and commissions as requested. Must attend all meetings and take minutes at these meetings. Prepare meeting minutes for:
o Board of Public Utilities
o Construction Board of Appeals
o Harbor Commission
o Local Development Finance Authority
o Brownfield Redevelopment Authority
o Planning Commission
o Zoning Board of Appeals
o Downtown Development Authority
o Parks Commission
• Attend City Council meetings and take and prepare minutes of the meetings when requested by City Clerk.
• Answer the telephone in the building department and assist callers.
• Provide customer service at the Building Services Department windows. Receive visitors in a welcoming fashion and directs visitors appropriately. Frequent contact requiring courtesy, discretion, and sound judgment.
• Transcribe historic council and board minutes.
• Typing, filing, record maintenance, and inputting data into various computer programs
• Prepare and record public notices.
• May provide supportive services to other departments, including, but not limited to GIS and IT.
• All other duties as may be assigned, including cross-training with other members of the Building Department staff.

Education and Experience:
High School Diploma is required. Associate degree in public administration, business or related field preferred and four (4) years of progressively responsible experience or any equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities:
Proficiency in Microsoft Office and computer data entry. Experience with BS&A Software is a plus.

Zoning Administrator Certification preferred.

Desktop computer or laptop; financial and building related software (BS&A, Granicus); Microsoft office, including MS Word, Excel and Outlook; Adobe; timekeeping software.

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel or operate objects, tools or controls, and reach with hands and arms. The employee frequently is required to stand, talk and hear. The employee is occasionally required to walk; sit; climb, balance, stoop and kneel.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The City of South Haven is a drug-free workplace. Normal office environment with little discomfort due to noise, dirt, dust, and the like. Generally good working conditions.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The City of South Haven is an Equal Opportunity Employer who places a high value on diversity, equity, and inclusion. The City of South Haven comprises a diversity of individuals from varying gender identities, racial/ethnic backgrounds, socioeconomic statuses, abilities, and more. The diversity of our community is one of our key strengths, and the City is committed to continuing to grow our commitment to DEI/ Employees are expected to interact with one another and with citizens in a manner that demonstrates respect and appreciation for each person and the diverse groups they identify with.