Planning Support Specialist

Job Summary:

Under general supervision of the Planning Director, the Planning Support Specialist will perform a variety of specialized functions relating to conveyances of real property and maintaining real property ownership records for the County of Grant. The Planning Support Specialist will assist the Planning Director in coordination and management of Grant projects, the collection and administration of Lodger’s Tax payments, as well as other projects relevant in the Planning Department and will provide assistance to the general public and others.

Essential Duties:

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or logical assignment to the position.

• Provide administrative support to the Planning & Community Development Department, including composing correspondence, reports, spreadsheets, requisitions, and other departmental documents.
• Prepare briefing materials, agendas, and background information for Commission and Board meetings.
• Coordinate travel arrangements and process invoices. 
• Maintain organized departmental files, including confidential records and capital improvement documentation.
• Maintain detailed electronic records of planning applications, including project status, submittal dates, and approvals.
• Review development applications for completeness and compliance with County ordinances, zoning regulations, and applicable codes.
• Assist applicants in identifying corrections or additional requirements necessary to move projects through the development review process.
• Provide customer service to the public, engineers, surveyors, and title companies by explaining County codes, policies, procedures, and development requirements.
• Read and interpret ordinances, legal descriptions, boundary maps, plats, and development plans.
• Assist in reviewing and processing floodplain applications.
• Stay informed of updates to County codes and regulations and communicate changes to stakeholders as appropriate.
• Coordinate the preparation and submission of grant proposals, ensuring compliance with funding agency requirements.
• Compile and submit all required documentation for grant applications in accordance with established guidelines.
• Monitor post-award grant activities to ensure compliance with budgeting, reporting, and administrative requirements.
• Assist with coordination and implementation of CDBG, Colonias, State and Federal appropriations, and New Mexico Capital Outlay projects in accordance with program guidelines.
• Assist with updates and maintenance of County planning documents and related plans as directed.
• Assist in planning and coordinating departmental meetings, public hearings, conferences, and collaborative events.
• Attend meetings as requested and represent the Planning Director when assigned.
• Prepare meeting summaries and communicate relevant information to department leadership.
• Research, analyze, and prepare recommendations for senior leadership as assigned.
• Perform duties independently with minimal supervision while meeting established deadlines.
• Perform other related duties as assigned.

Minimum Qualifications:

• High School diploma or equivalent recognized certificate. 
• Associate’s Degree in Planning, Architecture, GIS, Management, or a related field; or, two (2) years of progressively responsible work experience in planning, administration, surveying, or a related field. 
• License.  Must have a good driving record to be insurable for liability purposes.
• Proficient in the use of MS Office and financial management software.
• Possess good organizational, communication, and interpersonal skills

Knowledge, Skills & Abilities:

• Effectively safeguard confidential information.
• Principles and procedures of budget preparation and control, financial record keeping and reporting; Business English, spelling, grammar, punctuation, and basic arithmetic. 
• Read, understand, and follow written directions and verbal instructions. 
• Exercise independent judgment in various situations and determine appropriate action 
• Draft correspondence such items as letters, reports, memorandums, emails, and similar documents.
• Plan and direct own work activities in an efficient manner.
• Create and maintain detailed and accurate reports. 
• Work independently of daily supervision and exercise discretionary judgment and thinking. 
• Schedules appointments and keeps a calendar of community and other meetings for the Planning and Road Departments. 
• Skilled in preparing letters, correspondence, memorandums, and both internal and external communication.
• Ability to meet deadlines and work under pressure.

Professional Requirements:

• Successful completion of required training, including but not limited to Cardiopulmonary Resuscitation (CPR), and Defensive Driving within one year from the date of hire. 
• Adhere to the dress code, business casual dress is neat and clean.
• Report to work on time and as scheduled. 
• Represent the County positively and professionally at all times, including the use of tact when working with a wide range of individuals, including the public, often under tense circumstances.
• Comply with all County policies and procedures, and standards regarding ethical business practices in accordance with the Governmental Conduct Act.
• Attend regular staff meetings. 

Physical Demands:

• The work required light to medium physical effort, which includes:
  1. Frequent bending
  2. Frequent reaching
  3. Frequent lifting, pushing, pulling, or carrying items waist high, weighing up to 10 pounds
  4. Occasional lifting, pushing, pulling, or carrying items waist high, weighing up to 20 pounds
  5. Moderate to prolonged walking during site visits
  6. Coordinated use of eyes, ears, hands, and feet to operate a motorized vehicle
  7. Good vision and hearing
• Work irregular hours including after hours if needed.
   

Conditions of Employment:

• Subject to and must pass a post-offer of employment Drug & Alcohol Analysis Test.
• Following a conditional offer of employment, successfully complete background investigation, which may include, but is not limited to: drug & alcohol screen, criminal record search, driving record screening, reference check, and employment verification. 
• No DWI convictions in the most recent three (3) years.
• Must not have any felony convictions related to the position.

Work Conditions/Description of Tools, Equipment, Work Aids Used, and Materials and/or Products Handled:

• Office environment; Monday – Friday, 8:00 to 5:00
• May be required to attend out-of-town training and seminars.
• Skill in modern office procedures, methods, and equipment including computers, computer applications such as word processing, spreadsheets, and statistical databases.