Program Coordinator

The City of Bend announces an exciting opportunity within the Community and Economic Development Department for one (1) full-time, regular Program Coordinator in the Licensing Division.  This is a FLSA non-exempt (overtime eligible) position and is represented by the City of Bend Employee Association (COBEA).

• The online application via NeoGov (access also available on City of Bend website under Human Resources/Job Openings)
• Attached formal Cover Letter (required)
• Attached formal Resume (required)
• Attached valid Credentials, Certifications and Licensing (if applicable)

Position Overview 

Reporting to the Division Manager the Program Coordinator manages the day to day operations for assigned functions within a program or programs, including establishing and implementing procedures and continuous improvement efforts.

Distinguishing Characteristics

Distinguished from Program Manager/Sr. Program Manager:  Manages discreet smaller elements of a program(s) that are typically tactical in nature and has less decision-making authority and independence.

Distinguished from Administrative Manager:  Focuses on leading and carrying out day-to-day activities of assigned area within a program, whereas the Administrative Manager's purpose is to manage a team who carries out largely administrative tasks and operational support functions (e.g., HR, IT, accounting, etc.) for departments of at least 75 EEs, as well as provide administrative support to department leadership.

Distinguished from Administrative Support Specialist/Sr. Administrative Support Specialist:  Has ability to develop, recommend and improve procedures within the scope assigned to them, whereas the Administrative Specialist largely follows procedures and parameters given to them and as such have less decision-making authority and independence.

Distinguished from Program Technician: Requires more experience, a higher level of decision making and independence as well as budget authority.

Complexity of Work

Complexity: 

Work focuses on varied situations that require analysis or interpretation, application of technical skills and expertise and understanding interrelated processes. Can require evaluating multiple sources of information and using analytical and evaluative judgment to identify, select alternatives and solutions.

Degree of Independence: 

Sets priorities and organizes work; existing practices are used as guidelines to determine work methods; works independently and resolves most problems; important, non-routine work is reviewed.

Decision Making Authority:

Develops objectives and general policies and procedures within general scope of established operational goals and plans for a specific project or functional area of responsibility. Day-to-day work and decisions do not require direction or review by supervisor. Significant and strategic decisions are referred to supervisor.

Impactful Actions

• Represents the organization during important negotiations and meetings.
• Meaningfully participates in setting the strategic direction of the organization and planning long- or short-term objectives.
• Makes or recommends decisions that have a significant impact on general business operations or finances to a significant degree.
• Formulates management policies or operating practices.

• Primary liaison to other City departments, community organizations, contractors, and other public agencies for assigned program.
• Leads, monitors and coordinates daily operations of assigned areas of program(s), including establishing relevant procedures to implement defined strategies and policies.
• Meaningfully participates in setting the strategic direction of the organization and planning long- or short-term objectives.
• Assists in the development of program evaluation criteria; evaluate needs of internal or external clients; provide assessment services in specialized program area and assist clients' access to alternative community programs and resources.
• Develops training manuals, literature, publications, documents, etc. regarding new procedures, regulations, services, etc., about specialized program area for clients and/or internal staff as needed.
• Maintains regular contact with others outside of own workgroup such as visitors, vendors and/or other employees. Primary purpose of contact is to explain, clarify, or interpret detailed and somewhat complex or sensitive information; contacts are non-routine and require discretion and thoughtful communication efforts. Makes recommendations on budgetary decisions. May have authority to approve some expense items. May make recommendations on expenses and/or revenue-generating activities. May monitor program-related budget and expenditures.
• Assists in developing policies, budget and program goals/objectives.
• Drafts for procurement and contracting documents, procedures, training material, publications and other information and communication documents.
• May assist with development of program evaluation criteria, as well as tracking, analyzing and reporting relevant data for project.
• May research and compile data, prepare proposals and reports, and maintain records; develop and monitor program contracts, grants and budgets and information on specific issues or areas and provide related recommendations and reports.
• Researches and calculates more complex fee calculation on projects or permits;
• Maintain reports/recordkeeping and ensuring compliance with respect to inspections, contracts, loan reimbursement requests and disbursements.
• Complies with safety requirements of the position and actively promotes safe work practices.
• In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities and infrastructure. Other related duties as assigned.

Skill Profile 
The individual in this position is expected to possess and exhibit the following knowledge, skills, and abilities.

• Maintain working knowledge of fundamental elements of program development and program coordination with significant community involvement.
• Maintain working knowledge of Oregon revised statues, Federal or local laws and/or ordnances which may be pertinent to the department.
• Maintain working knowledge of effective methods, principles, and techniques for effective budgeting, contracting documents, and other communication documents.
• Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public and other stakeholders sufficient to exchange or convey information toprovide and receive workdirection.
• Prepare, read, analyze and interpret policy documents as well as complex financial reports and statements supported by statistical data and other documentation.
• Manage a high volume of tasks at one time, including organizing and prioritizing own work.
• Work independently with minimum direction while also working as part of a team and collaborating with others.
• Demonstrate a high attention to detail.
• Maintain working knowledge of software programs such as Microsoft Office including Word, Outlook, Excel and PowerPoint and other interactive computer programs as well as operating common office equipment. 

• Effectively communicate with others verbally and in writing, including by phone, e-mail, or in person.
• Understand, remember, communicate and apply complex oral and/or written instructions and factual information.
• Remain in a stationary position (sitting or standing) for extended periods of time, occasionally stand, walk, stoop or kneel for extended periods of time.
• Exert up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.
• Maintain sustained concentration on computer screens and use keyboards and a variety of peripherals.
• Work is generally performed in an office setting with travel required to off-site locations.
• Ability to occasionally travel locally and regionally.

• Associate's degree from a two-year college or technical school or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities as outlined in this job description.
• At least 2 to 3 years' experience in a similar position and/or performing similar tasks.
• Current and valid Driver's license per City policies outlined in the Employee Handbook.

Salary : $71,023 - $90,645