Planning Administrative Specialist

Under general supervision, this position provides specialized administrative support to the Community Development Director, managers and staff in the department and planning division.  The nature of the work is often confidential and complex, and the incumbent has significant discretion in prioritizing and performing their work.  This position is often the first point of contact for customers and the public seeking services or information.

Other duties may be assigned as needed.

1. Represents the department and planning division in responding to inquiries and requests from the public as well as internal and external customers; exercises discretion in handling inquiries, requests and problems of a non-routine, more complex nature. 
2. Directs the public to appropriate City codes, regulation manuals, information sheets and permit applications or as necessary, other City staff for more specific technical information.  
3. Responds to procedural questions and status requests from applicants and from the public regarding land use permits and other matters at the service counter or by telephone and email.
4. Resolves discrepancies and complaints related to land use permit applications, plan reviews and other matters as necessary.
5. Processes a variety of administrative documents, such as personnel training requests, information for retention in contract files, etc.
6. Prepares, reviews and evaluates program or department documents for appropriateness, completeness, and accuracy; processes documents according to guidelines. 
7. Acts as public records liaison for department.
8. Coordinates arrangements for meetings; reserves space, invites participants; prepares agenda for meetings; and carries out follow-up procedures.
9. Assists in establishing efficient and effective procedures for land use permit processing; performs research on trends in permitting procedures and makes recommendations on upgrades to current systems and procedures.  
10. Assists in the budget process by collecting, compiling and retrieving pertinent permitting data.  
11. Compiles technical and statistical data and distributes to the appropriate staff, agencies and files.
12. Sorts, compiles, and files records, reports, and other documents.
13. Creates and maintains a variety of logs and other tracking tools.
14. Maintains specialized databases and records, including entering and retrieving information.
15. Prepares mailings and public notifications for public meetings, public hearings and site postings.
16. Collects fees for land use applications and tracks compliance of fee payments with land use permit conditions.
17. Accepts land use and permit applications and checks them for completeness.
18. Drafts routine correspondence and notices to customers.
19. Prepares and creates graphs, tables and other illustrative materials; designs reports; handles the reproduction of reports and other materials. 
20. Photocopies and distributes a variety of information for internal and external customers.
21. Performs a variety of clerical duties including word processing, filing, scheduling, supply ordering and map organization. 
22. Provides assistance and relieves front counter clerical and office support personnel as needed.

A combination of the experience, education, and training listed below which provides an equivalent background to perform the work of this position.

Experience:  

• Four years of experience providing customer service through a variety of means.
• Two years of experience working for a local government agency providing customer service and/or performing technical duties related to the essential duties and responsibilities of this position. 

Education and Training:

• High school diploma or GED.
• Bachelor’s degree in public administration, business administration or a related field preferred. 

Licenses or Certificates:

• Must possess, or have the ability to possess within one month of hire date, a Washington State Driver’s License.
• International Code Council (ICC) Permit Technician Certification and/or ICC Permit Specialist Certification preferred.

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear.   The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl.  The employee must frequently lift up to 10 pounds; and occasionally lift and/or move 10 to 20 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

This position works in an office, and the noise level in the work environment is usually low to moderate.  

This position may be required to attend meetings both onsite and offsite, inside and outside of standard office hours as assigned. 

This position description generally describes the principle functions of the position and the level of knowledge and skills typically required.  It does not constitute an employment agreement between the employer and employee, and it is subject to change as the needs of the employer and the requirements of the job change.

Teamsters union

Salary : $37 - $45