Zoning/Land Information Assistant

The Assistant will perform a variety of clerical duties and provide assistance to the Zoning Administrator and County Surveyor.   This job requires the exercise of good judgment in the application of programs, procedures, and regulations with the ability to follow and carry out objectives. This position involves accurate oral and written communication skills and the ability to work effectively with the public and maintain good public relations. This position will typically serve as the initial point of contact on all zoning and surveying related public inquiries.

Examples of Duties / Knowledge & Skills

ESSENTIAL DUTIES AND RESPONSIBILITIES 

ZONING DEPARTMENT DUTIES

• Organizes public hearings and meeting arrangements for Zoning & Land Information Committee and Board of Adjustment Committee; prepares agendas and minutes, contacts landowners, town officials and petitioners; posts meeting notices; attends meetings; and prepares publications for news media
• Designs, develops and maintains permit records database. Protects the historic property records housed within the department, both physical and digital
• Creates digital files and records for all public hearings, applications and permits. Develops the historic property record of permitting for parcels.
• Performs data entry of all applications within the database for permit issuance and public hearings. Assists Administrator with completion of permit issuance and documentation
• Develops and maintains all content on Zoning, Recycling, POWTS, and Planning Department web pages for the Jackson County website
• Prepares brochures, forms and mailings for County Continuous Education; updates various application forms
• Assists public with permits regarding zoning, land use and sanitation
• Prepares Quarterly Septic Permits to the Department of Commerce
• Prepares notice and records of the 3-year Maintenance Program as well as database file management.
• Assists public in completing applications; prepares forms, submits fund requests; secures information from plumbers; completes correspondence with clients; and sends final payment to eligible clients for the Wisconsin Fund Grant Program
• Compiles, prepares and maintains approved permit issuance
• Assists the Recycling Department with clerical and recording duties
• Prepares budget information and all accounting procedures for Recycling Department

LAND INFORMATION DEPARTMENT DUTIES

• Maintains survey records and databases; protects the historic survey records that are housed in the Surveyor’s office
• Establishes, maintains and monitors user access for web-based survey record search application
• Develops and maintains all content on the Surveyor, Land Information, Real Property Lister and GIS department web pages for the Jackson County website
• Designs, develops and maintains survey record database
• Provides certified copies of survey maps
• Prepares brochures, forms, and mailings for Surveyor, Real Property Lister, and GIS/911 Coordinator
• Assists surveyors with records research and database utilization.
• Assists the public in reading and interpreting maps (wetland, floodplain, topo, aerial), legal descriptions, and the county plat book

OTHER DUTIES

• Oversees support staff duties within the departments and manages project activities and work productivity
• Performs general office functions and receptionist duties including answering the phone for multiple office personnel, typing, filing, indexing, preparing mail, photocopying, maintain weekly calendar, etc.
• Compiles and completes preparation of the annual report, budgets, and audits for the Zoning, Environmental Health, Surveying, Recycling and Land Information Programs
• Processes, prepares and updates filing system in orderly manner
• Handles all funds and monies for permits, violations, public hearings, plat reviews, copies of Topo maps, Wetland maps, Floodplain maps, and County Ordinances
• Compiles and maintains all financial records for the departments utilizing Quick Books or Quicken software.  Prepares all vouchers for payment
• Maintains inventory list of equipment used in Zoning and Survey office
• Handles the inventory and purchasing of office supplies
• Transcribes meeting minutes and distributes copies to respective individuals and departments; produces reports, brochures and legal forms
• Manages digital formatting of existing records and file management
• Assists Land Conservation Department as needed
• Performs other duties as assigned

Minimum qualifications & Requirements

EDUCATION AND EXPERIENCE REQUIREMENTS

• Associates degree in Office Assistant, Administrative Professional, or related field
• Minimum of two (2) years’ work experience and/or training that includes administrative, clerical, bookkeeping/record keeping and data entry
• Computer experience including Microsoft Office Suite, and accounting applications with knowledge of the principles of budgetary accounting (i.e. QuickBooks, Quicken or other accounting programs)
• Equivalent combination of education and experience may be considered

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED TO PERFORM JOB

• Knowledge of digital scanners, Dictaphone, calculators, fax machines, etc.
• Knowledge of US Public Land Survey System (and methods used to transfer title rights)
• Knowledge in database structure and management
• Knowledge of website management and web content development
• Knowledge of air photos, flood plain maps, wetland maps, USGS topographic maps, etc.
• Ability to perform detailed and accurate work
• Ability to produce work using software programs including Word, Access, Excel, SQL and Power Point
• Ability to read and interpret legal descriptions of property
• Ability to work with Quicken or QuickBooks accounting software and other department specific software
• Ability to exercise a calm, diplomatic approach when dealing with the public; use excellent oral and written communication skills
• Ability to plan, organize, prioritize, and meet deadlines; keep accurate and up-to-date records
• Ability to read, analyze, and interpret the English language
• Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the public by using oral and written communication skills
• Ability to perform basic mathematical computations as well as the ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations
• Ability to define problems, collect data, establish facts, draw valid conclusions, and exercise decision making skills