POSITION TITLE: Planning and Legal Clerk Planning Department and Legal Department
REPORTS TO: Planning Director
PURPOSE OF POSITION: Responsible for providing considerable independent judgment and a high level of confidential and professional support functions to the Planning Department and the Legal Department to ensure the efficient operation and provision of services for such departments.
Performs support functions requiring the exercise of considerable independent judgment, a high level of confidentiality, and a thorough knowledge of city and departmental policies and procedures.
Provides support to the Planning Department and the Legal Department as needed, including but not limited to, processing incoming and outgoing mail, scheduling appointments, composing, and editing correspondences, reports, memoranda, and other material.
Is the “face” of the Planning Department and often works closely with the public to provide customer service on planning and development issues, either assisting directly or coordinating with other city staff. Answers the telephone, provides information to callers and/or takes messages and/or refers caller to appropriate source for assistance.. Greets, screens, directs visitors and assists them in obtaining information.
Maintains schedules, sets up designated areas for meetings, and prepares and distributes appropriate materials for Planning and Legal Departments. Occasionally coordinates meetings that include other City Departments.
Maintains public records and provides public record information to citizens, and other agencies upon request.
Receives a variety of payments from the public; completes standardized forms regarding the receipt of payments.
Utilizes a variety of computer programs in the preparation and maintenance of various records, reports and documents.
Establishes and maintains a complex file system by accurately filing departmental records, reports and various other documents in accordance with Nebraska State Law on records retention.
Researches and procures office equipment and office supplies, which also includes vetting of vendors. Maintains office supply inventory and tracks disposal of any office equipment that qualifies for depreciation.
Operates standard office equipment in the performance of job duties, i.e. fax machine, copier, personal computer, calculator, etc.
Establishes and maintains positive public relations with the general public, other employees, general contractors, other governmental agencies and municipal officials.
Process invoices and payment of bills. Prepare purchase orders. Request invoice requests for Capital Facilities fees and reimbursement of Register of Deeds fees. Track delinquent fees and initiate correspondence seeking resolution.
Specifically for the Planning Department:
Responsible for receiving development applications and zoning permits
Processes applications for rezoning, platting and requests for appeals to the Board of Adjustment.
Perform single-family residential building permit review for zoning compliance. Independently answer general questions related to single family residential zoning requirements.
Maintains a database of all information regarding processed applications, rezoning and subdivision activities; compiles data for City Council.
Assists in answering inquiries by the public regarding zoning, platting, etc.
Ensures that legal notices are prepared and distributed according to established policies and procedures; forwards notifications for platting, rezoning, variances and special use permits.
Attends Planning Commission and the Board of Adjustment meetings; prepares agendas and distributes information; takes minutes and maintains a journal of the proceedings.
Updates and maintains Planning Department website.
Assists with records keeping and maintenance tasks required for the city to maintain good standing in the Community Rating System (CRS) program.
Initiate draft Planning Commission and City Council Staff Reports as appropriate.
Conduct review of less intensive Planning applications, such as: Special Use Permits, Temporary Use Permits, and minor amendments to city ordinances.
Track plat recording deadlines. Ensure that development agreements are recorded at the appropriate times.
Track development applications and perform basic project management tasks to coordinate staff review schedules and provide status updates to the applicant.
Review liquor license applications for zoning compliance. Draft approval letters and provide the necessary documentation to the City or County Clerk’s Office.
Specifically for the Legal Department:
Assists the City Attorney and legal staff in researching, drafting, and typing ordinances, resolutions, contracts, deeds, leases, agreements, litigation pleadings, motions and briefs, and other legal documents.
Ability to investigate factual situations, and gather and document information.
Ability to identify and research laws and apply to factual situations, under the supervision of the City’s attorneys.
Ability to draft and send documents, notices, and correspondence on behalf of the City and the Legal Department, and take actions to follow up on the same.
Draft ordinances and ordinance amendments; and track legal review.
Prepares agendas and distributes information; takes minutes and notes; maintains a journal of the proceedings; prepares related correspondence.
Assists in maintaining a complex file system for legal records, documents, and reference materials.
The job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned.
ESSENTIAL KNOWLEDGE, EXPERIENCE AND ABILITY:
Knowledge of and ability to comprehend and apply city, state and federal laws, policies and regulations pertaining to the duties performed.
Knowledge of governmental operations, functions, procedures and policies.
Knowledge of and ability to perform factual, records and legal research.
Knowledge of and ability to utilize the English language, proper grammar, spelling and punctuation.
Ability to demonstrate an attention to detail and accuracy.
Knowledge of and ability to prepare and proof correspondence, and to send the same using one or more forms of delivery (e.g., certified mail, regular mail, email and fax).
Knowledge of and ability to type ordinances, resolutions, staff reports, contracts, deeds, leases, agreements, legal memoranda, litigation pleadings, motions and briefs, and other legal documents.
Knowledge of and ability to assist with trial preparation, including trial notebooks, binders, exhibits and witness lists.
Knowledge of and ability to perform accurate mathematical calculations such as addition, subtraction, multiplication and division, using a calculator, ten-key adding machine or manually.
Knowledge of and ability to perform input and retrieval functions utilizing a variety of computer programs dealing with word processing, spreadsheets and databases.
Knowledge of and ability to apply routine office procedures and standard clerical techniques.
Ability to accurately prepare and maintain complex departmental records, reports and other departmental documents.
Ability to maintain the confidentiality of appropriate communications, documents and transactions.
Ability to plan and organize a personal work schedule, set priorities and meet deadlines.
Ability to deal with the public in a courteous and tactful manner.
Ability to type accurately using a personal computer.
Ability to operate standard office equipment, including photo copier, scanner and fax machine.
Ability to understand and follow both oral and written instructions.
Ability to communicate effectively, verbally and in writing, in English.
Knowledge of and ability to apply general record keeping techniques.
Knowledge of and ability to utilize proper telephone etiquette.
Ability to learn and apply departmental rules and regulations pertaining to the services provided.
Ability to learn the department responsibilities and to use critical thinking skills in the performance of duties.
Ability to perform job duties efficiently while managing frequent interruptions.
Ability to be handle stressful situations in a professional manner when dealing with the public, workplace conflicts, and/or meeting deadlines.
Ability to establish and maintain effective working relationships with the public, other employees, other governmental agencies and municipal officials.
Ability to maintain regular and dependable attendance on the job, including attendance and job performance for possibly prolonged periods of time when called out on short notice due to weather conditions, emergencies and similar situations of public necessity.
ESSENTIAL EDUCATION, CERTIFICATION AND/OR LICENSES:
1. Must possess a valid driver’s license at the time of hire.
2. Graduation from an accredited college or university with a Bachelor’s Degree in Public Administration, Business Administration or a related field, or an equivalent combination of education training and experience. "Must have two (2) years’ experience in administration, office management, or a paralegal/legal setting.
3. Must become a notary within a timeframe established by the employer.
4. Must be bondable.
ESSENTIAL PHYSICAL DEMANDS AND TYPICAL WORKING CONDITIONS:
Work is generally performed indoors in an office setting and requires routine bending, lifting and carrying office supplies, books, files and other materials. The incumbent is required to frequently sit for extended periods of time, talk, hear and must have the ability to transport themselves to and from various locations within City Hall. Hand-eye coordination is necessary to operate computers and various other pieces of equipment. While performing the duties, the incumbent is required to use hands to finger, handle, feel or operate objects or controls and to reach with hands and arms. Work hours may occasionally be required in times of darkness. Vision abilities required include close vision and the ability to adjust focus. The noise level is usually quiet or moderate.
Work requires extensive interaction with the general public and may be stressful when dealing with irate citizens and/or meeting deadlines.
Work may be stressful due to working within specific time frames, meeting deadlines, and a great deal of interaction with the general public, the elderly and the physically/mentally challenged.
|Date Posted||September 30, 2022|
|Date Closes||October 30, 2022|
|Located In||Papillion, NE|
|Job Type||Full-time Employee|
|Compensation||Salary, $53423.00 - $70184.00|
|SOC Category||19-4061.01 City and Regional Planning Aides|
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