Administrative Specialist - Planning & Zoning

SALARY
$20.93 - $29.33 Hourly
LOCATION
Elk River 55330-1692, MN
JOB TYPE
Full Time
JOB NUMBER
2025-01700
DEPARTMENT
Planning & Zoning
OPENING DATE
09/26/2025
CLOSING DATE
10/5/2025 11:59 PM Central
Job Summary
Under general supervision of the Planning and Zoning Office Supervisor, the Administrative Specialist provides clerical, administrative, record-keeping, receptionist and customer service support to the Planning and Zoning Department and County Extension Division.  This position keeps the communication flow moving through the offices, with the public, with the University of Minnesota Extension, and contributes to the process of information gathering, data entry and file management.

Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential duty and responsibility 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 duties and responsibilities.


Essential Duties and Responsibilities
The following duties are normal for this position.  These duties are not to be construed as exclusive or all-inclusive.   Other duties may be required and assigned.
 
Circulate incoming and outgoing mail.  Collect, date stamp and distribute incoming mail.  Collect, apply postage and mail outgoing mail.  
Scan documents into database as a permanent record.
Monitor inventory and order office supplies.
Attend meetings, training & education as directed to maintain professional competency.
Regular and reliable attendance according to the department’s work schedule.
Develop and maintain respectful and cooperative working relationships.

Knowledge, Skills and Abilities Required
General knowledge of standard office practices, procedures and techniques.
General knowledge of business English, spelling, grammar, punctuation and sentence structure.
Ability to make arithmetic computations and general knowledge of business mathematics.
General knowledge of MS Office, Google Docs, and Canva software with the skill and ability to perform basic word processing, editing, data entry, and spreadsheet maintenance.
General knowledge of Outlook with the ability to send, receive and save emails and attach documents.
General knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders and department/division specific equipment.
General knowledge of computers and keyboarding to prepare routine/recurring documents, draft correspondence and enter data.
General knowledge of department specific programs.
Ability to access and navigate the internet.
General knowledge of data practices policies.
Ability to maintain and enhance skills, participate in on-going training and increase knowledge of County, department and division services, policies and procedures.
Ability to adapt to new Department/Division policies, procedures, programs and environment.
Ability to follow and understand oral and written instructions.
Ability to maintain confidentiality of records and information.
Ability to make minor decisions using standardized practices.
Ability to establish and maintain effective, professional, positive and respectful working relationships and communications internally, with other County Departments/Divisions, clients/customers, outside agencies and the general public.
Ability to work effectively as a member of a team and deal with people in an effective and timely manner.
Ability to organize and prioritize work, multitask and work with multiple deadlines.

*Phone Interviews will take place October 13th.  2nd Interviews [In Person], will take place October 20th and 22nd.
Minimum Qualifications
An individual must meet the minimum qualifications as stated below to qualify for this position.
High School Diploma or equivalent; AND
One-year work experience in customer service.
An equivalent combination of education and experience may be considered.
Supplemental Information
Physical Requirements and Work Environment
Must be able to exert light physical effort.  May involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 25 pounds).
Work is performed in an office environment.  Exposure to keyboards and computer monitors. Headaches, eyestrain and other related occupational hazards reflect the most common potential for injury in the office.

Addendum 1:  Planning and Zoning 
Additional Essential Duties and Responsibilities

1. Answer and direct multi-phone lines for the Planning & Zoning Office.  Determine the appropriate staff to transfer calls to, schedule building permit inspections, research zoning and parcel related questions, research building permits
2. Greet landowners, contractors, realtors, volunteers, program participants, etc. at the counter.   Answer questions and know when to request additional help from appropriate staff.   
3. Assist with the issuance of building permits over the counter and electronically. Invoice and collect payments. Balance daily payments for the Planning & Zoning office.
4. Assist Environmental Specialist with the Septic System compliance program through records management, forms, and maintaining databases. Prepare letters to property owners for failing septic systems. Cross-check monthly CRV reports with the septic evaluations to determine whether systems have been upgraded.
5. Issue septic certifications.  Assist the public, realtors, septic designers with information related to septic systems including installation and compliance inspection reports.  Scan compliance inspection reports into database.
6. Assist with monthly and yearly mailings including gravel mining reviews, and mail letters to new shoreland owners.   

Addendum 2:  University of MN Extension/County Administration 
Additional Essential Duties and Responsibilities

 

1. Answer and direct multi-phone lines for County Administration. Determine appropriate staff to transfer calls to.
2. Greet and communicate with program participants and volunteers. Provide information to callers and community partners.
3. Manage and update content on the County Extension webpage; create, manage and maintain participant database, electronic and paper files; operate and maintain general office equipment.
4. Develop material and provide support to volunteers, Master Gardeners, and 4-H members and maintain 4-H databases, 4-H Online with enrollment and data entry. 
5. Assist County 4-H Extension Educator with county fair preparation, coordination of county fair judges and ordering all supplies (ribbons, stickers, promotional items, etc.).

Physical Requirements and Work Environment
Work at the fairgrounds during the County Fair which may involve exposure to severe weather conditions. 
Employer
Sherburne County
Address
Sherburne County Government Center
13880 Business Center Drive NW
Elk River, Minnesota, 55330-1692
Phone
763-765-3001
Website
http://www.co.sherburne.mn.us