Salary: $41,300-$49,600

Posting expires: 2/16/24

General Description and Classification Standards

Participates in the development and implementation of department initiatives and carries out special projects of an administrative or office operations nature; may serve on interdepartmental teams for process improvement or other tasks. Answers calls, responds to general phone, email, or written inquires and maintains calendar, records, and files. Works under very general supervision. May work independently or with other workers with responsibility for completion of assigned tasks.

Supervision Received Works under general supervision and report to a manager, or Director as needed. May work independently or with other workers with responsibility for completion of assigned tasks.

Essential Duties & Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned.

• Coordination, logging, and distribution of projects for review.
• Maintain handwritten logs and computerized spreadsheets to track status of reviews.
• Provides overall Accela system quality control for Site Development entries summarizing review status made by assigned reviewers.
• Tracks all transactions of incoming and outgoing plans
• This position responds to walk-in inquiries, e-mail and telephonic inquiries
• Coordinates necessary corrections to tracking databases with individual reviewers on a weekly basis to ensure the most up-to-date information is being maintained and presented.
• Tracks requested status updates for specialized reporting such as Focus on Result (FOR) and monthly/quarterly/end-of-year statistics for selected categories of review projects to include time to permit and number of reviews required.
• Publishes and presents weekly status updates for individual commercial and residential reviewers, and summary branch statistics at the weekly branch staff meeting.
• Assist in receiving and distributing telephone calls and responds to complaints, problems, and concerns which includes making records of customer calls, analyzing records and conferring with departmental personnel in regards to same
• Receives, reviews, routes and/or processes various forms, requests and reports, files, records and documents from the public and/or other departments
• Assist in various clerical or administrative activities as needed and assist customers, employees and city officials will all types of transactions and informational needs in a professional and timely manner I

Decision Making

Follow standardized procedures and written/verbal instructions to accomplish assigned tasks. Must be able to process information on hand and decide on next steps to complete tasks and/or resolve issues. Determines when to escalate issues to upper/senior management.

Leadership Provided

Routinely provides work group leadership, guidance, and/or training to less experienced staff.

Knowledge, Skills & Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.

Through knowledge of principles and practices of best in class customer service. Communicate effectively, both orally and in writing Use independent judgment and make sound decisions in accordance with established procedures and policies. Work effectively and efficiently under stress and meet deadlines as required. Works collaboratively with team members to resolve customer challenges. Ability to use specialized office data systems and standard office software. Ability to establish and maintain effective working relationships with fellow employees, other officials, representatives of other government agencies, developers, and the general public. Ability to provide information and to answer questions pertaining to the Department's procedures in a tactful and courteous manner to the general public. Ability to gather relevant information to solve practical problems.