Administrative/Executive Assistant - Planning Commission

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SUMMARY

The Montgomery County Planning Commission (MCPC) is located in a diverse and historic suburban community of over 850,000 people located directly northwest of Philadelphia. The county is home to a variety of communities, including revitalizing boroughs and villages as well as scenic, rural townships. We are an award-winning agency with a well-earned reputation as an innovator of cutting edge planning concepts and strategies. Our mission is to provide professional planning services that provide effective solutions to community challenges. We are looking for an outgoing, technically proficient, and highly motivated individual to join our dynamic team of professional planners.

The position plays a vital role in supporting executive management, and the administration section by handling office administrative functions, special projects, correspondence, document editing, and various other regular and occasional agency functions. The Administrative/Executive Assistant serves as the acting secretary for numerous Planning Commission-staffed boards and provides essential support in the reception area. The candidate will possess strong organizational, communication and customer service skills as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide administrative assistance, such as writing and editing, drafting memos, and preparing communications on behalf of the executive management team.
• Act as secretary and assistant to several appointed boards by tracking attendance at regular meetings; taking and transcribing minutes; maintaining records; setting up and taking down meeting facilities; setting agendas; assembling and sending informational packets; corresponding with board members; organizing catering; and other administrative/organizational duties.
• Assist with editing of official documents and correspondence (247 reviews, memos, etc.) for grammar, spelling, punctuation and accuracy and other planning documents as needed.
• Download and organize the 247 submissions and prepare for and attend the semiweekly review meetings. Upload 247 reviews into the database and send timely reminders for reviews to be done. Make monthly 247 payment deposits as well as send reminders for payments to be made.
• Maintain comprehensive and accurate records.
• Assist with updating municipal officials listing.
• Perform the stamp and seal process for approved 247 submissions as needed.
• Organize and schedule meetings and appointments.
• Welcome visitors and identify the purpose of their visit.
• Reception and answer phone calls in a polite and professional manner.
• Perform other duties as needed.

QUALIFICATION REQUIREMENTS

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.

• High School graduate with a minimum of two years of work experience.
• Any equivalent combination of education and experience which provides the knowledge and abilities necessary for the position.
• Relevant computer training or certification is a plus.
• Excellent knowledge of Microsoft Word, Excel, and Adobe Acrobat.
• Strong oral and written communications skills with demonstrated ability to compose memorandums, emails, and other correspondence.
• Attention to detail with an ability to spot grammar, spelling and punctuation errors on correspondence and other documents when needed.
• Ability to organize, prioritize, and complete long and short-term projects.
• Excellent interpersonal and strong customer service skills.
• Able to handle confidential information.
• Ability to work well in a team environment.
• Previous experience with viewing and understanding Land Development plans is beneficial but not required.

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 stand, walk, sit, kneel, crouch, talk and hear. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

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 function. The noise level in the work environment is usually moderate. TO APPLY ONLINE: Go to - fill out the application form under the job posting. Please submit a cover letter with your application.

Employee Benefits | Montgomery County, PA - Official Website (montcopa.org)