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Administrative Assistant, Planning Department

The Planning Department assists in creating an environment for investment in the City of Troy and guides private and public development and redevelopment efforts. The department promotes and maintains a clean, healthy, and safe city through education, cooperation, and enforcement of our property maintenance, zoning, nuisance, and rental inspection codes.

                           

DUTIES

  • Process development applications including preliminary site plan review, special use approval, zoning ordinance amendments, variances and sign permits.

  • Attend and prepare meeting minutes for Planning Commission and Building Code Board of Appeals.

  • Enter and maintain records of permits in internal system.

  • Prepare and process notifications for publication and mailing.

  • Process consultant invoices, escrow reimbursements and miscellaneous invoices.

  • Schedule and coordinate meetings, conferences, and appointments.

  • Assist with the preparation and submittal of agenda items for boards; coordinate and process agenda related documentation following board action.

  • Assist the Planning Director and Zoning Compliance Specialist with research, presentations, reports and projects.

  • First point of contact for visitors to the department, referring to other persons as appropriate.

  • Answer the telephone, determine nature of call, route to appropriate person or department. Receive and distribute incoming mail, process outgoing mail. Regularly check department email and route and respond emails.

  • Manage procurement of department materials and supplies.

  • Type/create reports, memos, legal descriptions, public notice language and other documents.

  • Perform other duties as assigned.

  • REQUIREMENTS

    • High school graduate or GED equivalent.

    • Five (5) years of advanced secretarial/administrative experience OR three (3) years of advanced secretarial/ administrative experience plus two (2) years of college coursework in Business, Business Administration, Public Administration, or a related field from an accredited college or university. Applicants must submit proof of degree with application and official transcript at time of interview.

    • May consider applicants with an equivalent combination of education and experience.

    • Work hour availability must include regularly attending evening meetings of the Planning Commission and Building Code Board of Appeals (approximately three evenings per month).

    • Proficiency with Microsoft Word, Excel, Outlook, and Adobe Acrobat; qualified candidates must pass a technical test to be invited to an interview.

    • Excellent customer service, organizational and communication skills.

    • The ability to consistently demonstrate independent judgement and discretion.

    • As a condition of employment, the successful candidate must pass a background check and pre-employment physical.

     

    PREFERENCES

    Strongly prefer experience with the following software:  Permitting System (i.e. BS&A local government software), Content Management Software (i.e. OnBase), and/or Financial Software (i.e. New World Systems logos.net).

     

    APPLY

    Applications are available at www.troymi.gov/jobopenings and can be sent to apply@troymi.gov or turned into the Human Resources Department located at 500 W. Big Beaver Road, Troy, MI  48084.

     

    Your application is part of the review process; be sure it is complete. Attaching a resume is required, however, all information requested on the application form must be completed (i.e. writing “see resume” is not sufficient).

    EQUAL OPPORTUNITY EMPLOYER