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NEOGOV · 9 hours ago

Senior Administrative Assistant - Planning

Spartanburg, SC

Full-time

Onsite

Senior Level

$42K/yr - $57K/yr

5+ years exp

The City of Spartanburg is a growing community in South Carolina’s Upstate, and they are seeking a Senior Administrative Assistant for the Planning Department. This role provides critical administrative support to manage planning efforts, ensuring compliance with procedures and facilitating communication among various stakeholders.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Provide advanced administrative support to the planning staff, exercising independent judgment and discretion

Assemble agendas and meeting packets, creates and sends required notifications to adjacent property owners, publishes and posts required public hearing notifications, prepares minutes of meetings as needed for each Board. Attends one of the monthly Board meetings – the Design Review Board

Coordinate and process development applications, rezoning requests, special use permits, site plans, and subdivision submittals, ensuring completeness and compliance with established procedures before assigning to staff

Manage scheduling, agendas, and materials for Planning Commission, Board of Zoning Appeals, Design Review Board, Historic Architectural Review and other planning-related meetings; prepare minutes and maintain official records

Track application deadlines, public notice requirements, and statutory timelines to ensure regulatory compliance

Prepare, proofread, and distribute legal notices, and public hearing materials for Planning Boards

Maintain and organize digital and physical records, including plans, case files, ordinances, and historical planning documents

Provide support to the Planner on Duty desk, when needed, explaining procedures, fees, and application requirements to applicants and residents

Coordinate interdepartmental communication related to planning cases, permits, and reviews

Support long-range planning initiatives and special projects as assigned

Process invoices, track departmental expenditures, and assist with budget-related documentation

Utilize permitting, document management to enter, track, and retrieve Application & Permit Fee data

Ensure compliance with records retention policies, public notice laws, and open meetings requirements

Manages tracking log of Planning Applications and Board Cases

Manages department supplies and coordinates with Purchasing and the Finance Department on operational fiscal matters

Process public records requests in coordination with overall City responses

Assist with process improvement/Operations of projects & office flow

Performs other duties as assigned

Qualification

Advanced administrative supportPlanning department functionsMicrosoft Office proficiencyCustomer service focusOrganizational skillsWritten communication skillsAttention to detailSound judgmentInterdepartmental communicationProcess improvementTime-management skillsConfidentiality

Required

Thorough knowledge of advanced administrative and office support practices, preferably in a municipal or public-sector environment

Customer Service Focus - Ability to interact professionally and courteously with the public, elected and appointed officials, developers, consultants, and city staff

Strong understanding of planning department functions, development review processes, and public meeting procedures, or the ability to learn quickly

Strong organizational and time-management skills, with the ability to manage multiple deadlines, prioritize tasks, and work independently

Excellent written and verbal communication skills, with the ability to prepare professional correspondence, reports, agendas, and meeting minutes

High level of attention to detail and accuracy in recordkeeping, document preparation, and data entry

Proficiency in Microsoft Office applications (Word, Excel, Outlook, and Teams); experience with document management or permitting systems preferred

Ability to maintain confidentiality and exercise sound judgment when handling sensitive information

High school diploma (or GED equivalent) and Five (5) or more years of progressively responsible administrative experience, preferably in a planning, zoning, engineering, or local government setting or Associate's Degree and three years of similar experience or the equivalent combination of training and education

Preferred

Prior experience in a municipal planning or community development department

Experience supporting boards or commissions, including preparation of agendas, packets, and minutes, strongly preferred

Familiarity with zoning ordinances, land development regulations, and public notice requirements

Experience using planning, permitting, or land management software (e.g., Navaline, GoPost, CivicPlus or similar systems)

Knowledge of records retention laws and open meetings/public records requirements

Benefits

Medical

Dental

Vision

Disability

Life benefits are through the SC State Health Plan

Access to free onsite health clinic

Retirement through the SC State Retirement System (Employee contributes 9% and the City contributes 18.56% / PORS: police/fire employees contribute 9.75% and City contributes 21.24%)

12 Paid Holidays

Paid Time Off (3 ½ weeks per year)

Longevity Leave based on years of service