NOW HIRING

Senior Secretary

Department: Planning
Location:        Covington, Kentucky (on site)
Status:             Full-time, Non-Exempt

Position Summary

Planning & Development Services of Kenton County (PDS) is dedicated to leading communities and fostering growth and prosperity by providing the highest quality service to our customers. We enhance quality of life through the safety and protection of our community, creative planning, and deliberate guidance toward principled goals.

The Senior Secretary is a key member of the Planning team and the primary administrative link between PDS staff, the Kenton County Planning Commission (KCPC), and the Board(s) of Adjustment. This role manages the full administrative cycle for commission and board cases, from application intake and public notice through meeting support, minutes, action letters, and records retention, while also supporting agency-wide communications and administrative operations.

The Planning staff develops comprehensive plans and specialized planning studies that shape the future of Kenton County communities and carries out the day-to-day work that brings those plans to life, including Board of Adjustment cases, zoning text and map amendments, and public information requests. This position focuses primarily on supporting the planning activities of the department.

Salary is negotiable, within the range of $47,130 to $69,338.

Essential Duties and Responsibilities

Duties may include, but are not limited to, the following:

Planning Commission & Board of Adjustment Support

  • Serve as administrative support for KCPC, KCPC committee, and Board of Adjustment meetings, including scheduling, invitations, RSVPs, and quorum coordination with participating jurisdictions.
  • Schedule and enter all pre-application meetings; receive applications and open case files as received.
  • Maintain project tracking data and the statutory deadline calendar to ensure cases move on schedule.
  • Draft notification letters, staff report shells, action documents, and mail certifications; format documents to PDS standards.
  • Prepare agendas, meeting packets, and legal advertisements; distribute packets electronically (Constant Contact / e-service) and by mail.
  • Mail public notification letters, including notices for zoning map and text amendments.
  • Prepare meeting rooms and virtual platforms; set up commission chambers before meetings and restore them the following morning.
  • Attend meetings (including evening meetings) to provide administrative support; record and prepare accurate meeting minutes.
  • Prepare and mail action letters and complete post-meeting case files.
  • Update and maintain KCPC and Board of Adjustment information on the applicable website.

Member Support & Continuing Education

  • Keep applications, forms, and reference lists current.
  • Provide administrative support to Board of Adjustment members.
  • Maintain continuing education (CE) records and reports for board members and all participating jurisdictions.
  • Research and update the KRS Chapter 100 reference booklet.

Records Management

  • Maintain commission and board records in compliance with KDLA records retention schedules.
  • Maintain records retention inventories and disposal lists.
  • Create and maintain complete electronic and hard-copy meeting and case files.
  • File Certificate of Land Use Restriction (CLUR) documents.

Communications & Outreach

  • Research, write, and distribute the countywide KEY Connection newsletter.
  • Maintain Constant Contact email lists and send commission, board, and department notifications.
  • Create and distribute polls and surveys; compile results as requested.
  • Answer the department phone line and respond to voicemails and public inquiries promptly and professionally.

Financial & Department Administration

  • Process credit card payments and report check payments for applications.
  • Track and document postage, printing, and mailing fees.
  • Prepare requisitions and place supply orders as needed.
  • Provide administrative support for special projects; prepare activity reports as requested.
  • Prepare materials, notifications, and files for department meetings, and staff the sign-in table at evening meetings as needed.
  • Contribute to the organization’s overall administrative support by assisting other departments, maintaining consistent procedures, and supporting agency-wide priorities as needed.
  • Cover the front desk as needed and assist other administrative staff with agency-wide responsibilities.
  • Perform other related duties as assigned.

Knowledge, Skills, and Abilities

  • Strong organizational skills with the ability to manage multiple deadlines, cases, and meeting cycles simultaneously.
  • Because commission and board actions carry legal and statutory requirements, accuracy is essential: the Senior Secretary is responsible for carefully reviewing and verifying all work before it is distributed, filed, or published.
  • Excellent written communication skills, including the ability to take and prepare accurate, concise meeting minutes.
  • Working knowledge of public meeting procedures, legal notice requirements, and public records practices, or the ability to learn them quickly.
  • Ability to read and understand basic planning and zoning documents, applications, and terminology.
  • Proficiency with Microsoft 365 (Word, Excel, Outlook, Teams), email marketing platforms such as Constant Contact, and web content updates.
  • Maintains a helpful, upbeat attitude, even during busy meeting cycles, tight deadlines, and shifting priorities.
  • Remains patient, calm, and respectful in all interactions, including sensitive or challenging conversations with members of the public.
  • Builds positive working relationships with coworkers across the agency and contributes to a supportive, team-oriented workplace.
  • Sound judgment and discretion in handling sensitive or confidential information.
  • Ability to work independently and as part of a collaborative team.

Qualifications

  • Education & Experience
    • High school diploma or equivalent.
    • Minimum of five (5) years of progressively responsible administrative or secretarial experience.
  • Preferred
    • Associate degree or coursework in business administration, public administration, or a related field.
    • Experience supporting a public board, commission, or local government agency.
    • Experience preparing meeting minutes, legal notices, or managing public records.

Special Requirements

  • Must have reliable transportation for off-site meetings and errands.
  • Applicants may be required to complete a pre-employment drug screening and background check.

Working Conditions

  • Regular hours are Monday through Friday, 8:00 a.m. – 5:00 p.m.
  • Attendance at evening meeting outside normal business hours is required several times per month; some meetings may be offsite.
  • Work is performed primarily in an office setting, with extended periods of sitting and computer use.
  • Occasional lifting of up to 25 pounds (meeting packets, files, supplies) and setup of meeting rooms.
  • Work is performed both independently and as part of a team.
Full Job Description

Our Benefits Include

  • Health, Dental, and Vision Insurance
  • County Retirement Plan
  • Paid Time Off
  • Fitness Rewards Program
  • Growth and Professional Development
  • Onsite Health Clinic
  • Full List of Benefits

Employment is contingent upon successful completion of a background check and drug screening. New employees serve a six (6) month probationary period.

This description presents the general nature and range of duties performed by employees in this position. It is not an exhaustive list of all duties, responsibilities, or requirements, and duties may change at any time with or without notice.

Planning and Development Services of Kenton County is an Equal Opportunity Employer and does not discriminate on the basis of any characteristic protected by law.

HOW TO APPLY

Submit resume and cover letter to:
Nicole Cullum, HR Director
Email: resume@pdskc.org
Mail or In Person: 1840 Simon Kenton Way, Suite 3400, Covington, KY 41011

Applications will be accepted until 5:00pm on November 24, 2026