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Zoning Secretary/Administrative Assistant

Description :

TITLE: ZONING SECRETARY/ADMINISTRATIVE ASSISTANT

JOB OBJECTIVES:

• Individual is responsible for supporting the enforcement of the zoning regulations by the zoning inspector and any other duties as assigned by the Berlin Township Board of Trustees (the “Board”). Individual reports to the Board’s designee as assigned.

QUALIFICATIONS:

• High School diploma or equivalent;
• Minimum of (2) two years’ experience in administrative/receptionist related work; must have and maintain an Ohio driver's license;
• Must remain bonded and/or insurable under the applicable Township’s insurance policies;

ESSENTIAL JOB FUNCTIONS:

• Ensure the Berlin Township Zoning Office is open for daily operation between 9:00 am and 4:00 pm, Monday-Friday;
• Maintain zoning files, log books, incoming and outgoing mail and all correspondence relating to violations as well as BZA/BZC/ARB hearings;
• Answer telephones, type letters, process permits and other correspondence relative to the daily operation of the zoning office including data entry into the iWorq software;
• Collect monies for zoning fees and rental of Township meeting room, preparing receipts, in triplicate, and providing a copy of the original receipt, with all monies collected, to the Fiscal Officer within twenty (24) hours of collection;
• Print and distribute photos of zoning violations, send letters of violation under direction of the Zoning Inspector, and generate a monthly zoning report;
• Maintain bulletin boards for the zoning office as well as the meeting room;
• Distribute copies of pertinent information to the Board of Trustees and to the BZA/BZC/ ARB Board members; Schedule BZA/BZC hearings, type and submit newspaper ads, type and provide agendas, and send out and maintain records of all certified mailings associated with those hearings;
• Support and provide information to the Fiscal Officer to meet all legal responsibilities including making all public records well organized and accurate as well as available and accessible to all in a timely manner (Note: Does not directly fulfill public records requests);
• Work overtime as may be required from time to time;
• Communicate with Township officials, Township officers, Township employees, outside agencies, and residents with respect and dignity and in a professional and business-like manner;
• Maintain and update the Township website, social media, and LED sign as directed by the Board;
• Prepare the Township newsletter;
• Under direction of the Cemetery Sexton, perform electronic data input and continued record research for Cheshire, Townhouse, Blockhouse, and Peachblow Cemeteries and any other active and/or inactive cemetery under the care and direction of the Berlin Township Trustees (the “Board”);
• Mail and type deeds;
• In the absence of Cemetery Sexton and/or Assistant Cemetery Sexton, assume duties of meeting with buyers, arranging grave lot/space sales, being available to direct traffic at the cemetery, assisting the funeral director as needed in closing graves, and collecting burial permit and fee for closing graves;
• Order office supplies and manage the scheduling of township building maintenance and cleaning;
• Maintain all zoning and township building office equipment;
• Maintain regular, predictable in-person attendance at the Township’s work sites and locations;
• Work irregular hours (evenings, nights, weekends, etc.) or overtime as necessary with explicit approval by the Zoning Liaison;
• This position will serve as a back-up and will be responsible for taking meeting minutes at the Zoning Commission meeting, Zoning Appeals, and Architectural Review Board as necessary, which may include evening hours;
• Perform other duties as assigned to support Zoning and/or Board of Trustees.

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to operate a variety of office technology equipment including but not limited to:

Microsoft and Google products, calculator, copier, typewriter, telephone, and facsimile machine;

• Ability to timely and professionally write correspondence, memoranda, emails, reports, and budget documents;
• Knowledge of zoning regulations and issues;
• Working knowledge of auditor database system;
• Knowledge of meeting room rental and general maintenance requirements;
• Knowledge of Township administrative procedures;
• Ability to maintain a positive attitude with the general public, fellow employees, and members of Township boards and commissions.

WORKING ENVIRONMENT & CONDITIONS:

• The working conditions and physical and mental demands of this job are necessary to fulfill the essential job functions of this position, with or without a reasonable accommodation;
• The incumbent must be able to continuously work in a stationary position for up to the entire workday; continuously engage in repetitive movements; frequently operate office and computer equipment, such as computer, printers, word processors, phones, and fax machines; frequently communicate, such as providing information or answering questions or interacting with the public or Township officials; frequently move or traverse throughout indoor locations; occasionally reach; occasionally move supplies or equipment of up to 35 pounds by lifting, pushing, carrying, or pulling;
• The work environments of this position are performed mainly in a climate-controlled office setting.

Updated: January 13, 2024

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