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Boards Administrator
DEPARTMENTAL OVERVIEW: Department of Planning and Codes
The Department of Planning and Codes implements a variety of regulatory and land-use planning functions at the local level. The Department implements the goals and objectives of the County's Comprehensive Plan through the administration of the Zoning Ordinance, Subdivision Regulations, Critical Area Ordinance, Floodplain Management, Stormwater Management and Forest Conservation Regulations. Its permits, licensing and inspection responsibilities include enforcement of the Building Code, Plumbing Code, Electrical Code, Minimum Livability Code, Salvage Yard Licensing and Alcoholic Beverage Licensing. The Department is also responsible for the administration and management of the Agricultural Land Preservation Program, Rural Legacy Program, County-wide Addressing Program, Census Data Distribution and Geographical Information Systems (GIS).
DEFINITION:
This is an administrative position directly supporting the Department of Planning and Codes boards including the Planning Commission, Board of Zoning Appeals, Liquor Board, Construction Trades Board, and others. While much of the work is clerical in nature, i.e., typing, filing, scheduling, and proofreading, project management, customer service, and citizen outreach are also significant components of the position.
Employees in this position are expected to have a high level of administrative expertise and often significant knowledge of departmental operations, policies, and procedures. Employees in this position must have the ability to make decisions about work priorities and workflow. The Board Administrator also provides a high level of customer service and support, answering complex questions, doing independent research, and effectively resolving problems. Work in this class may be characterized by a variety of assignments requiring working knowledge of the County and programs both within and outside the department.
The employee sets deadlines, plans, and performs assignments independently, deferring to the Department Director or Assistant Director(s) when matters are unclear or require management-level decisions. Most work occurs in an office setting where professional behavior, attitude, and attire are required.
This position is considered non-exempt (hourly) under the Fair Labor Standards Act (FLSA).
PERFORMANCE EVALUATIONS:
Employee performance will be evaluated periodically in accordance with the County's Personnel Rules and Regulations and guided by mutually agreed upon work goals established by the employee and the employer's supervisor. The normal probationary period for this position is six (6) months.
EMERGENCY OPERATIONS:
This position is considered "support" and is not expected to report to work when County Offices are closed due to emergency operations and/or inclement weather.
CAREER PATH:
Employees in this position are eligible to apply for any position they are qualified for in County Government.
EXAMPLES OF WORK:
The following examples are meant to be illustrative rather than comprehensive:
1. Directly provides logistical, organizational, and administrative support to the Department of Planning and Codes boards including, but not limited to, the Planning Commission, Board of Zoning Appeals, Liquor Board, Burial Sites Advisory Board, Agricultural Advisory Board and Construction Trades Board.
2. Administers alcoholic beverage licensing laws and regulations for Caroline County. Exercises general supervision to ensure that the Board of License Commissioners wishes regarding administration and enforcement are carried out with regard to alcoholic beverage laws of Caroline County.
3. Administers the County's agricultural land preservation programs, including assisting landowners with the easement application process; aggregating, maintaining and disseminating County agricultural land preservation data and ensuring compliance with regional, State and federal land preservation program requirements.
4. Attend public hearings including hearings after normal working hours and on weekends.
5. Records and transcribes accurate, proofed, typed minutes of the meetings that reflect the decision and discussions that took place, and submits minutes in electronic format. Ensures that minutes include at minimum a description of the basic nature and tenor of each meeting agenda item, any other discussion items that may transpire during meetings, and any action taken.
6. Initiates and coordinates meetings, prepares agendas and maintains meeting schedules and deadlines ensuring that the appropriate facilities, rooms, and equipment are booked as required.
7. Prepares routine administrative correspondence for own signature and program and policy correspondence for the signature of others, entailing a wide knowledge of the department's programs, activities, procedures, functions, and policies.
8. Prepares complex correspondence and complex reports using a desktop computer and standard office software such as word processing, spreadsheets, databases, and/or desktop publishing. Accurately enters information into spreadsheets and databases and reviews the data entry of other employees. This includes developing formulas and manipulating data within spreadsheets and databases to analyze problems and make recommendations.
9. Maintains the Department's web site and prepares citizen outreach materials.
10. Informs the general public of Department programs and events and communicates effectively. Assists the Department Head in planning, developing, and execution of special events and meetings/public hearings.
11.Develops new administrative policies and/or improves existing administrative policies for efficiency and effectiveness.
12. Receives phone calls and visitors and arranges appointments where necessary. Makes suggestions to improve customer service, workflow, accuracy, and other office functions.
13. Establishes and supervises the maintenance of the information retrieval system of all Department records (DocStar).
14. Performs other duties as assigned.
Supervision - May supervise administrative support personnel, work-study students, and interns. Conducts periodic employee performance reviews. Ensures that all work is completed properly and in a timely fashion. Orients, trains, supervises, and develop administrative support personnel.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
1. Excellent written and oral communication skills and exceptional ability to listen effectively in virtual, in-person and telephone, and meeting settings.
2. Proficiency in Business English, spelling, punctuation, and grammar.
3. Ability to operate various types of office equipment, and advanced computer and software knowledge including Microsoft Office applications and virtual meeting platforms.
4. Working knowledge of basic first line supervision, overall functions of local governments and training of newly assigned personnel; of budgeting and maintenance of financial records.
5. Ability to work independently and to understand and follow complex directions, regulations, and policies; to communicate effectively and politely with coworkers and the public; to obtain, record and pass on whatever technical information is necessary.
6. Must always maintain confidentiality.
7. Excellent time management skills with the ability to effectively prioritize and execute tasks within tight deadlines.
8. Ability to work in a multi-task environment.
9. Strong attention to detail and organizational skills.
10. Experience of taking and typing detailed minutes in a professional capacity with a high level of accuracy.
ESSENTIAL FUNCTIONS:
Employee must be able to:
1. Must be able to read regular typewriter size print, (vision correction instruments are acceptable)
2. Hear the normally spoken word at fifteen (15) feet, (hearing aids are acceptable)
3. Speak clearly and concisely to communicate with public and staff
4.Lift, pull, push and carry twenty-five (25) pounds
5. Sit for periods in excess of one (1) hour
6. Pick up items from the floor; grasp items
7. Read and understand complex materials
8. Solve mathematical problems
9. Write a concise statement of a problem its recommended solution
MINIMUM EDUCATION, TRAINING AND EXPERIENCE:
High School graduate or equivalent AND 5 (five) years of administrative experience;
OR
Associate degree in Public Administration, Business Administration, Business Management, or related field AND 3 (three) years of administrative experience;
REQUIRED LICENSES AND/OR CERTIFICATES:
Maryland Class "C" Driver's License or equivalent Notary Public (within 6 months of appointment)
CONDITION OF EMPLOYEMNT:
Substance Abuse Test: Must pass a pre-employment urinalysis test for designated controlled dangerous substances. Criminal Background Check: Must pass a Criminal Background Check as defined in Chapter 1 of the Caroline County Personnel Rules and Regulations.
Essential Functions: Must be able to execute the "Essential Functions" listed in this Class Specification at the time of hire and while employed in this class series, unless a request for accommodation under the Americans with Disabilities Act is received and granted.
Driving Record: May have no more than four (4) points on driving record at the time of hire and while employed in this class series.
Personnel Rules and Regulations: Must comply with the terms of the Caroline County Personnel Rules and Regulations, including the Substance Abuse Policy, while employed in this class series.
DESIRABLE ADDITIONAL QUALIFICATIONS:
Literate in desktop publishing.
Supervisory Experience
Notary Public
Benefits: Paid Leave & Holidays, Health, Dental & Vision Insurances, Defined Pension Plan, Deferred Compensation, Life Insurance, Long-Term Disability, Flexible Spending & Dependent Accounts, Other Supplemental Benefits.
*HOW TO APPLY: Apply online at https://www.governmentjobs.com/careers/carolinemd. This position is open until fill with the first review of applications beginning on January 2, 2025. Reach out to the Office of Human Resources with questions via email at hrposting@carolinemd.org or by phone at 410-479-4105.
