Services Coordinator 2

Job Summary

This position works 37.5 hours per week.

This position performs primarily office work relating to assisting the public in accessing information related to construction permits and inspection services, land use and zoning technical assistance, regional planning information, planning commission communications, and other programs the Department of Building and Planning directs and enforces. The position allocated to this class is responsible for performing office work relating to assisting others in obtaining needed departmental or related resources, using problem-solving and decision-making techniques, and for providing supportive assistance. Work involves assistance in making application for and issuing permits, for records management, coordination of communications between staff or commissions and the public, for land use projects, planning commission and steering committee meetings and hearings, as well as related clerical tasks under the direction of supervisory staff.

TOTAL COMPENSATION:$49,066 - $68,725 annually.Total compensation is anestimatebased upon base compensation, median retirement fund contributions, and current employer-paid health and related benefit contribution rates (including medical, dental, life insurance, long term disability, and leave). The actual total will vary depending upon each employee's enrollment choices.

Examples of Duties

• Answers phones; direct calls; verify parcels, addresses (city, valley and/or county), inspectors, permits, etc.

• Assists public by pulling and researching files, processing and maintaining public records requests, making copies, explaining procedures, providing or obtaining notary services, directing people to other departments.

• Attends staff meetings.

• Coordinates phone coverage schedule, assists staff and provides backup as needed.

• Coordinates posting materials on bulletin boards, websites, offices, etc.

• Acts as department's representative at various committees.

• Keeps public areas clean; maintains keys to vehicles and conference rooms; stocks copiers; organizes materials for distribution; sets up electronic folders; and updates routing slips and directories.

• Arranges meetings, purchases meeting supplies, reserves meeting locations, and handles room set up.

• Performs duties for technical/professional and supervisory staff, including making binders, copies, databases, labels, word processing projects, bulk mailings, schedules appointments, conference rooms, types letters, acts as general support for land use regional planning, and/or permit projects, updates code books, etc.

• Prepares permitting packets.

• Processes, prepares and mails unsatisfactory conditions letters, certificates of occupancy, void letters, and SEPA correspondence.

• Processes outgoing/incoming mail; receiver for packages; records documents with the County Auditor.

• Setups, organizes and maintains files.

• Takes inspection requests in person, over the phone, from voice mail, and/or department website, completes tickets, and enters into database program.

• Updates various logs and yearly calendars.

• Performs other related duties as required/assigned.

Position assignments may perform all of the above examples of duties and also one (1) of the following specialized activities/functions:

Permitting Functions:

• Balances/reconciles assigned cash boxes.

• Processes and takes in payments for all permits into permit tracking software.

• May assist with processing permit applications via fax, mail, or electronic, verifies customers have properly executed all documents, forms, and submittals necessary to obtain a building permit, releases permits ready for issuance , and permits from other departments as appropriate.

• Answers basic code and/or fee questions.

Commission Functions:

• Arranges for meetings, prepares/finalizes/distributes meeting agenda and materials, polls for quorum.

• Attends all meetings; acts as the Clerk for the Planning Commission and Steering Committee meetings; assists parliamentarian and chair; records meetings and takes accurate notes; procures, numbers and files exhibits submitted; and prepares, distributes and files minutes once approved.

• Provides commission support by ensuring legal advertising and other notices are sent to the media, almanac, etc.; creates and maintains distribution lists, calendar of meetings, legal advertising deadlines, roster of member contacts and term expiration; coordinates the renewal of annual parking permits, prepares and processes quarterly mileage/meal reimbursements and industrial insurance reports.

Land Use Functions:

• Prepares, copies, and distributes/circulates/mails hearing and non-hearing land use documents such as agendas, legal notices, environmental determinations, extensions of time, public hearing packets, agency circulation memos, technical review information, staff reports, title notices, resolutions, affidavits of mailing, notices of application, findings of fact and conclusions.

• Provides hearing support by ensuring legal advertising and other notices are sent to the media; creates and maintains distribution lists, calendar of meetings, legal advertising deadlines, etc., and ensures hearing packet information is returned and notarized.

• Processes and takes in payments for land use actions into permit tracking software.

• Works with other departments to coordinate projects, copies and schedules, and updates calendars.

Minimum Requirements

• High School diploma or GED equivalent

• Two (2) years of experience in technical and/or clerical work.

• Experience in permitting, construction, planning or land use processes preferred.

• Related course work and/or training may be substituted, year for year, for up to two years of the required experience.

• Licensed as a Notary of Public in the State of Washington.

Selection Factors

• Knowledge of the construction and/or building permit application processes.

• Knowledge of construction permit issuing, construction, planning or land use processes.

• Knowledge of department operations.

• Knowledge of recording equipment.

• Knowledge of word processing, database, and spreadsheet programs.

• Knowledge of the principles, methods, practices and procedures necessary to perform the duties of the position.

• Knowledge of cashiering functions.

• Knowledge of customer service techniques.

• Knowledge of phone etiquette.

• Knowledge of modern office practices and procedures.

• Knowledge of grammar, spelling and punctuation.

• Knowledge of file maintenance techniques.

• Skilled in communicating effectively both orally and in writing, sufficient to exchange or convey information and to give and receive work direction.

• Skilled in establishing and maintaining effective working relationships at all organizational levels and with the public.

• Skilled in answering phones and greeting customers.

• Skilled in applying effective customer service techniques.

• Skilled in performing mathematical calculations.

• Skilled in using office equipment such as phones, copiers, calculators and fax machines.

• Skilled in creating and maintaining filing systems.

• Skilled in using computer and related software applications.

• Ability to provide information about department processes in a pleasant and courteous manner.

• Ability to read and understand, in general, plans for proposed building construction or land use projects.

• Ability to take detailed notes and provide timely minutes of meetings and hearings.

• Ability to handle interruptions efficiently and effectively.