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Office Manager- Planning, Development and Sustainability

Salary

$58,219.20 - $69,825.60 Annually

Location

Iowa City, IA

Job Type

Full-time

Job Number

00866

Department

Planning, Development & Sustainability

Opening Date

07/21/2025

Closing Date

8/3/2025 11:59 PM Central

+ Description

+ Benefits

Definition & Duties

Under general supervision of the Planning, Development, and Sustainability (PDS) Assistant Director, provides administrative support and performs work such as obtaining and providing information about department policies and procedures. Manages the PDS office, which includes maintaining accounts, budget documents, and other records; answering the phone; and performing related duties. Instructs and directs workflow of other office support staff.

Knowledge of & Ability to

+ Bookkeeping including basic practices regarding accounts payable/receivable and payroll

+ Recordkeeping and filing systems

+ General office procedures and practices

+ The basic government process related to building and development

+ Basic mathematical computations

+ English language to include grammar, spelling, sentence structure, vocabulary and proofreading skills

Ability to:

+ Represent Johnson County and perform duties in a professional, responsible, and trustworthy manner

+ Provide customer service that is courteous and responsive

+ Make bookkeeping entries and complete business forms such as paying invoices, processing payroll, and maintaining budget documents

+ Collect data, keep accurate records, and prepare reports

+ Communicate effectively both verbally and in writing

+ Establish and maintain effective working relationships with contractors, engineers, architects, property owners, supervisors, co-workers, and members of the public

+ Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

+ Make decisions requiring interpretation and judgment

+ Maintain confidentiality and security of information as appropriate

+ Be detail oriented and accurate when working with documents and information

+ Interpret, apply, and articulate departmental policies and procedures

+ Train and guide the performance of office support staff

+ Operate common office equipment such as scanners, calculators, fax machines, photocopiers, and multi-line telephones

+ Perform clerical tasks with a high degree of speed and accuracy

+ Type 45 wpm accurately and use a computer for the purposes of data entry, spreadsheets, word processing, e-mail, and Internet

+ Organize and prioritize multiple tasks and competing priorities

+ Work independently on projects and routine tasks

+ Follow written and oral instructions

+ Organize and present facts, ideas, and opinions in a clear and concise manner

+ Handle low to moderate levels of stress, meet deadlines, and solve problems appropriate to the position

+ Have sufficient manual dexterity to make handwritten notations and which permits moderate to heavy use of a keyboard and mouse

+ Have sufficient vision which permits moderate to heavy production and review of a wide variety of materials both in electronic and hardcopy forms

+ Lift, push, pull, and/or carry up to 25 pounds

+ Stand, sit, walk, climb, squat, stoop, kneel, bend, twist, and reach

+ Work flexible schedule and occasional overtime as needed

Minimum Education, Training & Experience & Special Requirements

Post high school training in office administration AND three (3) years of general office experience; OR any combination of education and experience which provides the required knowledge, skills and abilities to perform the work. Certification by the Iowa Permit Technicians Association preferred. Spanish speaking preferred.

Special requirements: Must pass background check. Valid driver’s license and insurable under county liability coverage. Obtain and maintain Notary Public certification within 1 year of hire. Obtain certification by the Iowa Permit Technicians Association within 2 years of hire.

Specific Duties

to be performed satisfactorily with or without reasonable accommodation

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

+ Answers telephone calls and emails and assists customers over the counter. Responds to questions related to development application and building permit processes; routes calls, takes messages and relays information to appropriate personnel.

+ Schedules inspection appointments for building inspection staff.

+ Serves as primary point of contact and internal subject matter expert (SME) on permit administration.

+ Establishes and maintains files and records including payroll, budget, and accounts-payable vouchers. Prepares payroll and related supporting documentation, enters data and payroll information into spreadsheet and GEMS. Generates reports.

+ Processes payments over the phone and over the counter while protecting confidentiality of financial information.

+ Maintains department accounts payable and receivable system, submits invoices for departmental bills, and monitors expenditures throughout the year.

+ Processes and enters departmental claims and resolves discrepancies with vendors as needed.

+ Assists the Director in preparation and maintenance of annual reports and budgets. Maintains record of account postings and balances for various departmental budgets. Monitors the PDS budget and assists with complex budgeting of special projects .

+ Serves as confidential secretary to the PDS Director.

+ Attends meetings of, and provide administrative support to, the Planning and Zoning Commission, Board of Adjustment, and Board of Appeals.

+ Maintains commission and board attendance records for mileage reimbursement, prepares agendas, mailings, and supporting documents.

+ Records and transcribes official minutes, including tracking legally binding votes of the commission and boards.

+ Assembles monthly and yearly reports from the various department divisions, including tracking of department fixed capital asset inventory.

+ Composes correspondence in response to routine inquiries within established guidelines.

+ Monitors uniform allowance purchases for staff and coordinates reimbursements.

+ Monitors inventory of and orders office supplies.

+ Performs general clerical duties such as photocopying, filing, faxing, typing and completing forms.

+ Attends work-related meetings, conferences and seminars as requested.

+ Performs all work duties and activities in accordance with Johnson County policies, procedures and safety practices.

+ Performs as back up for the Clerk II as necessary.

+ Assists in training office personnel in duties and daily operations of the department.

+ Attends work regularly at the designated place and time.

Resume and cover letter must be attached to online application.

Employee Benefits

The following is a summary of benefits for full-time, non-bargaining County employees. Benefits, privileges and duties for employees covered under a collective bargaining agreement may vary depending on specific contract provisions.

Compensation

Employees serve a six-month probationary period and are eligible for meritorious performance compensation increases based upon performance evaluations. Across the board compensation increases are considered by the Board of Supervisors, and are made effective July 1 annually.

Vacation

+ During 1st through 4th years: 3 working weeks

+ During 4th through 9th years: 4 working weeks

+ During 9th through 19th years: 5 working weeks

+ During 19th or later years: 6 working weeks

Holidays

12 paid holidays per year plus 2 personal holidays:

+ New Year's Day

+ Martin Luther King's Birthday

+ President's Day

+ Memorial Day

+ Independence Day

+ Juneteenth

+ Labor Day

+ Veteran's Day

+ Thanksgiving Day and day after

+ Christmas

+ Floating Christmas holiday

Sick Leave

Accrues at the rate of 18 days per year on a per-pay period basis to a maximum accrual of 120 days. After accumulation of 90 sick days, employees may convert sick leave to vacation on a 4:1 basis.

Parental Leave

A paid two-week (80 hour) paid parental leave is provided to full-time benefit eligible parents to allow for child bonding time. This includes child's birth, adoption, placement in the home or court appointed guardianship.

Wellness Program

Voluntary wellness activities, screenings, educational opportunities and incentives are offered throughout the year for employees and their families.

Employee Assistance Program

Employees and their families may contact Synchrony for free EAP counseling and referral services.

Health Care Coverage

Eligible employees may elect health care coverage the first of the month following one full month of employment.

+ Wellmark Blue Cross and Blue Shield of Iowa is the third party administrator for this self-funded plan

+ PPO with 90/10 in-network and 80/20 out-of-network co-insurance; $275 deductible single or $550 deductible family; $1000 out-of-pocket maximum single or $2000 out -of-pocket maximum family

+ Single coverage is $32/month for eligible full-time employees; family coverage is $112.00/month.

Dental Care Coverage

Eligible employees may elect dental care coverage the first of the month following one full month of employment. Single coverage is paid by the County for eligible full-time employees; family coverage is a cost between the County and employee.

Vision Care Coverage

Eligible employees may elect vision care coverage the first of the month following one full month of employment. Single coverage is paid by the County for eligible full-time employees; family coverage is a cost between the County and employee.

Flexible Spending

Eligible employees may set aside pre-tax dollars to pay for out-of-pocket health, dental and vision expenses that are not reimbursable through another source. Employees may also set aside pre-tax dollars for dependent care expenses.

Life Insurance

Eligible full-time employees are covered after 60 days of employment. Coverage is 1 times annualized compensation rounded up to the nearest thousand in group term life insurance and AD&D. Max covered salary $100,000.

*Supplemental Life Insurance

The County offers to all benefit-eligible employees additional life insurance coverage that may be purchased for employees, spouses and children at guarantee basis.

Long-Term Disability

Eligible full-time employees are covered after 60 days of employment. County provides up to 2 years of long term disability coverage at 66 2/3% of the employees wages as a result of injury, sickness or pregnancy; employees may opt to purchase additional coverage.

IPERS

Iowa Public Employee Retirement System is a mandatory defined benefit retirement plan designed to supplement both Social Security and private savings. Non law-enforcement employees contribute 6.29% and the County contributes 9.44%.

Deferred Compensation (457)

A deferred compensation plan is offered that provides tax advantages and an additional means in which to save for retirement with an easy payroll deduction. Employees may select from several companies offering deferred compensation. The County will match up to $40/biweekly, and employees are vested on day 1.

Discounted Bus Pass

Full-time and part-time employees are eligible to purchase discounted bus passes for Iowa City Transit and Coralville Transit for commuting to/from their jobs as Johnson County employees. Bus pass availability is subject to available funds and continuation of the program.

Johnson County is an affirmative action equal opportunity employer.

Women, minorities and elderly are encouraged to apply.

Employer

Johnson County

Address

913 S Dubuque St Suite 103 Iowa City, Iowa, 52240

Phone

319-356-6003

Website

https://www.johnsoncountyiowa.gov/

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