Administrative Support Specialist

at Graham County

Job Description

Description of responsibilities:

• Performs a variety of general office duties including assisting customers at counter, answering telephone calls, corresponding by e-mail and letters, picking up and delivering mail to the Board of Supervisors Office and distributing mail to staff, and may be required to order office supplies.
• Provides customer service to the public by responding to requests for information, answering questions on permit requirements and associated fees; explains policies, procedures, codes, standards and enforcement; provides assistance to the public within the scope of authority and training.
• Assists the public with preparation of applications for accuracy and completeness.
• Answers emails, phone inquiries, directs calls to appropriate parties, takes messages and routes to appropriate parties.
• Acts as receptionist in receiving and screening visitors/callers, provides information to inquiries regarding departmental activities and functions.
• Prepares agendas and minutes for Planning & Zoning Commission and Board of Adjustments.
• Distributes agenda packets for Planning & Zoning Commission and Board of Adjustments.
• Prepares legal notices for publication in newspaper and posting at the property for zoning applications.   
• Processes land splits with considerable research and verifications. Attends commission meetings, takes notes, prepares minutes.
• Calculates, assigns and reports new addresses to various entities. Maintains address database for the county, verifies addresses for various departments.
• Maintains office supply inventory and orders supplies as necessary.
• Prepares quarterly Planning & Zoning reports.
• Prepares demands for payment.
• Maintains log for zoning applications where application numbers are assigned for rezoning, conditional use permits, use permits, variances, administrative variances, etc.
• Reviews incoming plans and permit requests for completeness and compliance to regulations.
• Inspects, reviews and processes documents according to department and division policies and procedures.
• Accepts or rejects applications.
• Calculates and determines permit and application fees.
• Approves and issues permits.
• Forwards applications and supporting documentation to appropriate staff for review and comment.
• Provides technical information to staff as authorized and alerts staff to potential problems and issues.
• Creates customer parcel and permit files.
• Enters data information and documents into computer and manual filing systems.
• Compiles and maintains accurate and detailed records.
• Maintains and updates computer files regarding permits and project submittals.
• Researches and maintains permit and inspection records, plans and maps.
• Maintains corresponding filing systems and computerized data bases.
• Completes public records requests.
• Schedules inspections based on geographic location, time constraints and workload.
• Compiles information for inspectors.
• Receives and processes monies.
• Prepares and makes bank or treasury deposits.
• May be required to prepare and distribute reports detailing financial activities.
• Notarizes Documents.
• Maintains high standards of confidentiality.
• Other duties as assigned or required.
• Answers inquiries providing information on departmental services and functions.
• Conducts research on special projects as assigned.
• Performs other duties as required.