Planning & Development - Office Assistant III

“The primary mission of Shawano County is to provide all County citizens with cost-effective, prompt and high-quality County services. Quality is the extent to which a product or service conforms to requirements and meets or exceeds customer expectations.”

• Performs secretarial and administrative duties, such as typing letters, memos, reports, and forms from clear copy or rough draft.
• Calculates and prepares vouchers for payment of accumulated bills and expenditures by Department Divisions. This includes registration of meetings/conferences and procurements for employees. Maintains copies of prepared vouchers.
• Invoicing – writing and sending invoices to ensure timely payment; making additional contact with invoice recipient if payment is not made.
• Customer contact – making contact with customers and helping with their questions; making copies; printing maps; issuing permits as needed; dissemination of phone calls; assisting customers over the phone and making address changes.
• Acts as receptionist for the Planning and Development Department. Updates voice mail messages relating to programs, sometimes daily. Provides general information to the public.
• Zoning Division – Maintains all zoning permit file folders, log books and binders. Adds/deletes/modifies all comments/conditions in Ascent Program. Prints various reports as directed/requested, including the US Census Bureau and McGrall Hill Construction.
• Enter and file determinations as submitted.
• Enter historical permits.
• Send copies of permits to appropriate towns/villages.
• Entry of all initial sanitary permits into Ascent Program (including: New, Replacement, Existing, Reconnection, Transfer & Renewal; Privy & Non-Plumbing Toilet permits). Update yearly log book to show permit #, property owner, system type and issuer.
• Prepares voucher quarterly for Department of Commerce regarding all Sanitary Permits issued.
• After replacement sewage system has been installed, issue the vouchers for payment with the Wisconsin Fund Grant Program (for applicable applicants).
• Updates and maintains Preservation Overlay layer.
• Public Hearing Notices for Planning, Development and Zoning Committee and Board of Adjustment: Dissemination of Public Hearing notice for publication in classified section of Shawano Leader; posting and mailing of notices to applicants and surrounding property owners per state statute; maintain binder(s), file folders and computer entries; prepare and distribute decision sheet(s); assemble and mail Committee packet. Take meeting minutes and enter the minutes and information into Civic Web.
• Locates property on various zoning maps by using legal land descriptions to determine zoning. Completes and issues various permits (including land use, physical address, and others) individually or as directed by other office staff. Assists property owners in completing applications for various permits and public hearing actions.
• Maintains clerical and accounting records. Maintain inventory of and order all office supplies, forms, and printing and office equipment as needed the Department.
• Works with all the department ordinances when needed.
• Maintains cash register, batches and close-outs/balancing as needed. Balance and deposit the cash register weekly. Update the cash register when fees and services/products change. Track the number of sanitary permits that the state gets part of the fee.
• General office duties including receiving, sorting and distributing incoming/outgoing mail; maintenance of office equipment including: copier, phones, laminator, folding machine. Notifying appropriate department or company if something needs fixing/replacing, preparing and printing reports for Administrative Divisions and for inquiring/requesting general public under Open Records Request.
• Assists with project management and budget planning.
• Other Duties as assigned.