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Title

Administrative Assistant II - Zoning 

Open Date 7/28/2020  
Close Date Until filled  
Full-Time/Part-Time Full-Time  
Exempt/Non-Exempt Non-Exempt  
Bargaining / Non-Bargaining Non-Bargaining  
Division Community Investment  
Location Community Investment  
Reports To Director of Planning  
Schedule Monday-Friday, 8:00 am- 5:00 pm. Hours may vary based on operational needs.  
Pay Rate $37,000-$42,000/yr.  
Description

SUMMARY
The Zoning Administrative Assistant provides administrative and clerical support to the Zoning Administrator and the Zoning Specialist in their roles with the Advisory Plan Commission and Advisory Board of Zoning Appeals. This includes welcoming and assisting visitors to the Department of Community Investment.

ESSENTIAL DUTIES AND RESPONSIBILITIES
This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.
• Welcome and assist visitors, answer telephone, screen and/or forward calls, provide information (e.g., address and departmental) to the public as requested, and take messages.
• Assist individuals with form completion (e.g., zoning applications, permits).
• Perform routine office duties, such as filing, photocopying/scanning, creating, sorting, and distributing documents, and handling routine correspondence.
• Respond to questions and concerns, provide guidance to the public regarding policies, procedures, or regulations or refer them to the appropriate department personnel.
• Maintain department files (active & archives) using appropriate retention schedules and department policies.
• Collect and receipt payments.
• Process and prepare memos, correspondence, or other documents.
• Schedule space or equipment for special programs and prepare lists of participants.
• Maintain office supply inventory and process department orders for supplies in addition to ensuring printers/copiers have what is necessary to guarantee working order.
• Attend all Advisory Plan Commission and Advisory Board of Zoning Appeals meetings.
• Sets up meeting space and recording system.
• Provide administrative support for the Zoning Administrator, and Zoning Specialist including composing correspondence, preparing reports and presentations, drafting of legal documents, etc.
• Document meeting attendance and transcribe minutes.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Answers phones, assists customers, and performs other duties as required.

QUALIFICATIONS
To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 
Position Requirements

EDUCATION AND/OR EXPERIENCE
• High school diploma or GED required.
• Associates degree and four (4) years previous office experience preferred.

KNOWLEDGE, SKILLS AND ABILITIES PREFERRED
• Ability to work flexible hours including evenings in order to attend APC and BZA meetings.
• Strong grammar and writing skills.
• Detail oriented and organized with the ability to handle multiple tasks and meet deadlines in a fast paced environment.
• Skilled at establishing and maintaining effective working relationships.
• Strong computer skills including MS Office.
• Bilingual language skills (Spanish preferred) a plus, but not required.
• Ability to work alone with minimum supervision and with others in a team environment, often amidst frequent distractions and interruptions, and on several tasks at the same time.
• Database Management

CERTIFICATES, LICENSES, REGISTRATIONS
• Valid Driver’s License required.

EQUIPMENT
Desktop and laptop computer; telephone, fax machine, copier, and scanner.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is frequently required to stand, walk, talk and use hands to fingers, handle or feel objects, tools or controls. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required in this job include; vision and the ability to adjust focus.

WORK ENVIRONMENT
Work is performed in an office setting, with moderate inside temperatures. The noise level in the work environment is usually quiet to moderate. Entire office is smoke free.

 
Required Pre-employment drug screen  
About the Organization South Bend is the economic, educational, media, and cultural hub of a multi-county region spanning the Michigan-Indiana border. It's the fourth-largest city in Indiana with over 100,000 residents. South Bend's flourishing collegiate community and burgeoning tech industry have built upon the foundation of the city's industrial past to create a vibrant present and a promising future. The city's 14 institutions of higher learning, including the internationally renowned University of Notre Dame, infuse South Bend with creative energy in the arts, business, and technology. Combined with recent economic growth, strong neighborhoods, an affordable cost of living, exciting recreational opportunities, and thriving arts venues make South Bend a fabulous place to live, work, and, play.


***AmeriCorps, Peace Corps, and other national service alumni who meet the required qualifications are encouraged to apply.***  
EOE Statement EOE/ADA Statement

The City of South Bend provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application/hiring process should contact the Legal Department's ADA Compliance Officer at aderose@southbendin.gov and Office of Human Resources at humanresources@southbendin.gov to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

The City of South Bend seeks to attract, develop, and retain the highest quality public safety officers, staff and administration. The City of South Bend is an Equal Opportunity Employer, and is committed to building a culturally diverse workplace. We strongly encourage applications from underrepresented candidates and others that will enhance our community in compliance with EO No. 1-2016 Section 1. Moreover, the City of South Bend prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).  

This position is currently accepting applications.

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