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HomeMy WebLinkAboutClerk Hire - Planning Commission ClerkJEFFERSON COUNTY Job Description Job Title: Clerk Hire – Planning Commission Clerk Department: Community Development Division: Planning Commission Reports To: Principal Planner FLSA Exempt (Y/N): No Union: No BBP: No Location: Castle Hill Approved By: Human Resources Director Approval Date: March 24, 2025 SUMMARY This position supports the coordination and execution of Planning Commission meetings and related activities. Responsibilities include organizing all required elements for meetings such as digital setup, agenda distribution, mailings, and legal notices. The position is required to attend both internal Planning Commission preparation meetings, as well as the Planning Commission meetings themselves. During meetings, this position serves as the coordinator, records proceedings, takes detailed minutes, and ensures those minutes are transferred to a digital format for public availability. Additional responsibilities include coordinating logistics with meeting venues, working closely with team members to finalize meeting agendas, and maintaining the Planning Commission portion of the department website to ensure accurate and timely information is available to the public. This is a Clerk Hire position. Clerk Hires may work a maximum of 69 hours per month. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Coordinates all logistical aspects of Planning Commission meetings, including digital setup, agenda distribution, legal notices, and required mailings. Attends and participates in internal Planning Commission preparation meetings to assist with agenda development and meeting planning. Serves as meeting coordinator during Planning Commission meetings, providing on-site support and ensuring smooth operations. Records Planning Commission meetings and takes accurate minutes; prepares and transfers minutes into digital format for public availability. Collaborates with team members to finalize meeting agendas and ensure all necessary materials are prepared and distributed in advance. Coordinates meeting logistics with venues, including scheduling, room setup, and technology needs. Maintains the Planning Commission section of the department’s website, ensuring content is current, accurate, and accessible to the public. Ensures compliance with applicable public meeting requirements, including timelines and documentation standards. Provides administrative support to Planning Commission members and staff as needed. Responds to inquiries from the public, staff, or commissioners related to meeting materials or processes. SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities. COMPETENCY To perform the job successfully, an individual should demonstrate competency in the following: Interpersonal Skills - Focuses on solving conflict, not blaming; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas. Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information. Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Judgment - Displays willingness to make decisions; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. Planning/Organizing - Uses time efficiently. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Quality - Demonstrates accuracy and thoroughness. Quantity - Meets productivity standards; Completes work in timely manner. Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. MINIMUM QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED); and one year of clerical training or related experience or experience in a general office field; or equivalent combination of education and experience. LANGUAGE SKILLS Ability to read and interpret a variety of documents, including safety rules, operating and maintenance instructions, and procedural manuals. Demonstrates clear and concise written communication skills, including the ability to draft routine memorandums, correspondence, and meeting minutes. Effectively communicates verbally in both one-on-one and group settings, including presenting information to the public, staff, and appointed officials during meetings. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. REASONING ABILITY Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. CERTIFICATES, LICENSES, REGISTRATIONS Valid Washington State Driver's License Required to pass criminal background check OTHER KNOWLEDGE, SKILLS, AND ABILITIES Proficiency with standard office software, including Microsoft Word, Excel, Outlook, and other document management or scheduling tools. Familiarity with virtual meeting platforms such as Zoom, including the ability to set up, host, and troubleshoot virtual meetings. Strong interpersonal and customer service skills; ability to communicate professionally and effectively with community members, staff, and appointed officials. Ability to work independently, prioritize tasks, and manage multiple responsibilities while meeting required deadlines. Self-motivated and detail-oriented, with strong organizational skills and the ability to adapt to changing priorities. Willingness and availability to work occasional evening hours, typically a few times per month, to support scheduled Planning Commission meetings. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Evening work will be required for Planning Commission meetings. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.