Loading...
HomeMy WebLinkAboutBuilding Permit and Administrative Services ManagerJEFFERSON COUNTY Job Description JOB TITLE: BUilding Permit & AdministrativeServices Manager DEPARTMENT: Community Development DIVISION: Adry i n istrat i v e / P ermit Carter / Build 111 ANNUAL HOURS WOKEN: 2080 UNION: Exempt SALARY LEVEL: M 1 I8 LOCATION: Community Development/Castle Hill APPROVED BY: fl uman Resources s Director DATE, .lure 29,202NO 1.0 MAJOR FUNCTION AND PURPOSE. Plans, organizes, directs, and provides senior -level leadership for the administrative, permit center, and building functions of the Jefferson County Department Of COMMUllity Development. Works to continually improve departmental processes and systems, while assuring the efficient and economical use of County resources, participates as a key member of the Department's s nior management team. .0 SUPERVISION RECEIVED AND EXERCISED .I Supervision Received: Exercises significant independent judgment and action with general direction from the Director, consistent with County policies, adopted plans, and applicable local, state, and federal law, 2.2 Supervision Exercised: Exercises full supervisory authority over all staff' within the dministrati e, Pennit Center, and Building teams, either directly or through subordinate supervisors. Assigns, monitors, reviews, coaches, and evaluates the work of super-�f i sed positions. F a flit tes i nter i ws,, onhoarding, training, and performance management. 2.3 Management Oversight: Provides administrative oversight} human resources support, and operational coordination across the department. Monitors overall staff workload and advises the Director of problem areas. M a , fill in for Director in their absence. .0 ESSENTIAL DUTIES AND RESPONSIBILITIES Performs a variety of complex duties ensuring effective delivery of office administration, senior -level permMing functions, building oversight, and departmental management. Other duties may be 2rssi ned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential fin net ions. .1 Administrative & Operational Management Plans and coordinates administrative and operational functions of the department, including pa r I l preparation, billing, purchase orders, VOLT h rs, and payment processing. Prepares and maintains department financial data through accurate accounting and distribution of income and expenses to appropriate funds, line items, and grants. Prepares and submits all financial reporting for grants; prepares fi nave i a.l analyses and a variety of reports as required. •Works with the Director to prepare, monitor, and maintain the departmental bUd et; Conti nuous i f monitors financial line items and informs the Director of the department's financial condition. Assists the Director in developing and implementing annual and long-range departmental programs and procedures to accomplish goals and policies. Jefferson County Job Description: Building Permit dmilni trative Services ]Manager Page 2 of Assists the Community Development Director in understanding and resolving staffing, personnel, and code interpretation issues. Maintains flow of administrative paperwork; ensures departmental benchmarks for internal and external correspondence are met. Creates and maintains files for personnel, permits, and other operational functions. Assists with handling personnel files, disciplinary proceedings, and sensitive correspondence that require maintaining confidentiality, Compiles, stores, organizes, and prepares public records; releases information in response to pubhc records requests; manages and improves systems to tr-ac.k aiid respond to all -requests. Coordinates travel, workshop, and training arrangements for the Director and department staff. Monitors office supply usage and ensures supplies are ordered; track and coordinate service on office equipment. Serves as liaison with County IT and Facilities for departmental needs. Maintains the department resource library. Utilizes vehicle to travel to worksites, meetings and conferences. 3.2 Permit Center & Building Ove irsi ht • Plans and coordinates the activities of permit staff, providing customer service, review, and processing support for incoming permit applications. • Interprets policies; provides infon-nation on applicable requirements; refers customers to outside agencies or internal subject matter experts as needed. Provides senior m anagenient- level customer service to into -f Ace with the public on complex and sensitive matters. Oversees the calcuiirti n aiid collection of permit fees; researches complex permit issues; responds to custorners and stakeholders. • Administers County laud use and environmental protection regulations, building codes, the Comprehensive Plan, the Shoreline Master Program, and the National Flood Hazard Insurance Program'; supervises their enforcement. Assists citizens and businesses to understand Counter plans and development regulations and helps them achieve project goals in conformance with applicable requirement Supervises and provides assistance to permit technicians; audit permit technician work and files to ensure proper understanding of filing and tracking processes. Discusses applicable regulations with customers regarding Feria it applications, special conditions, fee applicability, and setback requir-ements+ Supports building team leadership in coordinating code compliance and construction oversight act1'�1t1, . Pei -sonnet I3 LI i ld s a collaborative and cohesive team; fosters positive working relationships with other departments and divisions. • Coordinates the recruiting process including advertising, scheduling interviews, and following up with applicants. • Facilitates new hire paperwork and ensures completion of all required employment documentation for new staff. Assists and orients new employees on procedures, policies, systems, and personnel matters. Coordinates personnel, related activities with County Human Resources. 3.4 Process Improvement & Technology Works with the Director to improve operating concepts, work processes, and key administrative, permitting, and customer service systems. Analyzes division work processes, develops alternative processes, and implements process improvements using methodologies such as Lean Six Sigma or Theory of Constraints, Jefferson County Job Description, Building Permit & Administrative Services Manager Page 3 U Considers management systems and technology to improve the department's capacity and efficiency m. in its work and records management. Develops lops and improves management systems to solicit, track, and respond to customer and Citizen feedback. 3.5 Management & Operations Serves as key member of senior management ement team to help address department -wide issues. • May be delegated to temporarily fill in for the Director rector{ in their absence, Administers grants, contracts, and consultants in support of the department and County. • Represents the Department at a variety of local and regional Venues as directed. Performs other duties as directed. 4.0 MINIMUM QUALIFICATIONS To perform this Job successfully, an individual must be able to perform each essential duty sati f cto rl1 . r11he requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 4.1 Associate's degree A.A. or equivalent from a two -}year college or technical school and five () years of progressively responsible experience En business administration or public -sector management; or., Bachelor's degree in public administration, business adm i n istrartionS finance, or a closely related field and three years ofprogressively responsible experience in business administration or public -sector management; Or n equivalent eo iTib ination of education and a perienc:c that demonstrates progressively responsible experience that provides required knowledge, skills a n d abilities. 4.2 Experience in a supervisory or management role is required. F perien e in accounting, finance, grant management, or government budgeting is strongly desired. 4.3 Must pass a Criminal History Background Cheep. 4.4 Valid Washington State Driver's License required, 5.0 REQUIRED KNOWLEDGE, SKILLS AND ABILITIES 5.1 hwa n ization al kills. General knowledge of, or ability to learn, bu i ld in , permitting, and administrative eofreept s, 111CAiding COLintyregulations, building codes, and local government authority and responsibilities, 4. .2 Computer Skills: 11roficiency in Munis accounting software, Tyler Industries ner d permitting software, Microsoft Access, Microsoft Excel, Microsoft ft Word, and standard intereet browser software, Proficient typing/keyboard skills required. 5.3 Commuric tinrr kills: Ability to respond to inquiries and complaints from customers, regulatory agencies, or the public in a professional and effective manner, Ability to prepare and present comprehensive reports, presentations, budgets, and correspondence to management, public groups, and boards. Professional attitude, diplomacy, patience, and tact when dealing with the public, developers, management, planners, staff`, and representatives of other agencies. opportunities. 5.4 Mathematical bills: Ability to work with mathematical concepts including fractions, percentages, proportions, ratios, discounts, interest, area, and volume; ability to apply concepts ofbasic algebra and geometry,. 5.5 Reasoningibility: Ability to define problems, collect data, establish facts, and draw valid conclusions; synthesize complex r diverse inf urination and develop alternative solutions. Jefferson Coun Job Description: Bu1Iding Nrmit & Adm inistrative Services Manager Page 4 of 5.6 Abilityto remain calm and productive in stressful situations; mediation and negotiation skills lls are helpful, .7 Ability to facilitate discussion of small and medium-sized groups, 5.8 Ability to grasp new techniques, deal with rapid charges in events, and effectively utilize continuing ed Ucat ion 5.9 Ability to learn and apply County budget, building, planning, and administrative on e ts. . 10 A b i l ity to read and interpret p lannin , scientific and tech n teal docum ents; ft nanc ial reports • � a dem oraphrc and legal documents; plat maps; and survey records, . 11 A br l ity to e tabl Ish and ma i ntai n effective work i ng re lationsh i s w itfi o ff i ials staff` and th public. i� a � general . 12 Knowledge oftime management and organizational skills; ability to function under conditions t one of frequent interruptions, high stress, and competing priorities* 5.13 Abil ity to be self -m of ivated to meet req u ired dead I Ines while m ana. i ng m u [tip l e s1mu Itaneous task 5.14 Knowledge of office operations procedures, including basic accounting, cashier, and records management functions, 5.15 Abilityto maintain confident i ality of sensitive information, 5.16 Willingness to travel and attend meetings and conferences, including during even-Ing hours as needed. .0 COMPETENCY: To perform the job successfully, an individual should demonstrate competency following areas: p r rr the Technical Shills -- Continuously builds knowledge and skills; pursues training and development opp ilunities; shares perti e with others. Customer Service — Manages difficult or emotional customersituations; responds to requests for pservice and assistance,, ineets commitments, Interpersonal Skills — 1{ o u es on solving conflict; maintains confidentiality; listens to others•, keeps emotions under control. Oral Communication — Spears clearly and persuasively; listens and gets clarification; demonstrate group presentation skills. Written Communication — writes clearly and informatively; edits work fors spelling and rammari p g g presents numerical data effectivl # interprets technical and legal information. Analytical Shills — Synthesizes complex information; collects and researches data; a alriates and develops alternative solutions. Problem Solving — Identifies and resolves problerns in a timely manner. Delegation — Ike legates work assignments; matches responsibility to the p rson a sets expectations and monitors delegated activities. Ma n a in g people — Takes respons i%i l ity for su bord inates" act i ities develops staff` ski l I s; encourages growth; builds mutual trust e s respect, ct� and cooperat�or�. Quality Management — Improves processes, products, and services; d inonstr-ates accuracy and thoroughness. Div rs�- I emonstrates knowledge of EEO polio; Shows respect and ensiti i for cul rt tural t d i ff rences; prom otes a Mara ssrnent-free environment. Jefferson County ,lob I escripti on : Building Permit & Administrative Services Manager page 5 of Ethics — Treats people with respect; beeps commitments; works with integrity; upholds organizational Values, lanning/ r am Yn — Prioritizes and plans work activities; uses flare efficiently; sets goals and objectives; develops realistic action plans. Adaptability — Adapts to changes in the work environment; manages competing demands; deals with frequent change, delays, or unexpected events. Initiative — Seeks increased responsibilities; loops for and tales advantage of opportunities; offers help when heeded. Innovation — Generates suggestions for improving work; develops new applications., ideas, relationships, or systems. 7.0 WORK ENVIRONMENTIPHYSICAL DEMANDS The physical demands described here are representative of those that rrtUst be reset by an employee to successfully perform the essential functions of thisj b. Reasonable ommodation rnay be made to enable individuais with disabilities to perform the essentiai functions. 7.1 While performing the duties of this job, the employee primarily works in an office en iron ent and may occas onally he required ired to drive to site visits or meetings. ttendance at nneetings may require working evening hours. Occasional outdoor site visits to construction sites, areas of rough terrain, forested areas wetlands, and shorelines may be required. 7.2 The cmployee is regularly required to use hands to finger, handle, or feel; and to talk and listen, The employee is frequently required to stand, walk} and sit. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required include close Vision distance vision, color vision, peripheral vision, depth perception, and abiIity to adjust fOCLis. "Fhe noise level in the work environment is usually moderate.