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HomeMy WebLinkAboutPlanning Clerk I JEFFERSON COUNTY Job Description Job Title: Planning Clerk I Department: Community Development Division: Development Review Division Reports To: Building Permit and Administrative Services Manager FLSA Exempt(Y/N): No Union: UFCW BBP: No Salary Level: Grade 21 Location: Castle Hill , Approved By: Human Resources Manager yz i s 1 Approved Date: July 2020 SUMMARY Performs essential duties associated with the administration of permitting processes for land use applications in the Development Review Division of the Community Development Department. Performs a wide variety of customer service,operational,review,processing, inputting,and tracking functions in carrying out the activities necessary to support the land use permit process, its customers and the Community Development Department.Assists customers in applications, understanding land use processes,understanding permitting processing,and understanding the timeframes and administrative steps involved in such processes, by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties maybe assigned. Provides customer service support through: • Assisting customers; with applications, understanding land use processes steps, understanding • permitting processes, understanding time frames, and understanding administrative regulations. • Dealing with telephonic customer issues ranging from complaints to multi-task problem solving. • Performs Daily operational procedures to include: • Responding to land use public inquires,complaints,and requests. • Publishes notices, prepares mail-outs. • Providing clerical support for a wide range of office tasks. Reviewing Customer Plans and Documents to include: • Map checking all applications for critical areas. • Ensuring customers understand land use process documents, the authority for such documentation,and • the content requirements for such documents. • Prepare pre-application background check. • Processing Land Use Applications to include: • Data entry all land use applications computer systems and updating required forms using MS • WORD and MS EXCEL. • Assign planner. Permit Processing,filing,and tracking to include: • Assist with Pre-Application scheduling • Tracks cases and assigns project codes. • Check adjacent property owner lists for current ownership. • Log and prepare files for Hearing Examiner,Appellate Examiner, and Superior Court. Jefferson County Job Description: Planning Clerk I Page 2 of 3 • Prepares Hearing Examiner Schedule. Providing General Technical Expertise to include: • Limited legal understanding as it relates to permit process. • Understanding and communication of records system. • Understanding of land use applications. Performs other duties as assigned. SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities. MINIMUM QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill,and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma or general education degree(GED);and one year of clerical training or related experience or experience in a general office field;or equivalent combination of education and experience. Experience in land title,real estate, law or similar office environment preferred. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules,operating and maintenance instructions,and procedure manuals.Ability to write routine memorandums and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to add, subtract,multiply,and divide in all units of measure, using whole numbers, common fractions,and decimals.Ability to compute rate,ratio, and percent and to draw and interpret bar graphs. REASONING ABILITY Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. CERTIFICATES,LICENSES,REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE,SKILLS AND ABILITIES Knowledge of regulations to include: Ability to discuss applicable regulations with customer in respect to applications,discussion of administrative functions, general land use permit conditions, calculation of fee applicability, and assessment of setback requirements to applications. Evaluate Storm water Calculation Sheet and request small parcel erosion and control plan when appropriate. Self-motivated to complete required deadlines while simultaneously completing other tasks. Proficiency in handling multiple,unexpected interruptions on an ongoing basis which pertain to the ability to create time for necessary tasks. Jefferson County Job Description: Planning Clerk I Page 3 of 3 Ability to apply new regulations to administrative processes. Ability to use standard office machines such as computer,photocopier, and calculator. Proficient typing/keyboarding skills with a minimum typing speed of 40 WPM. Knowledge of computers and associated programs including: windows,EXCEL, WORD and working knowledge of computer peripherals and fax equipment. Ability to establish and maintain effective working relationships with officials, staff, and the general public,to work with teams,and to creative problem solve with others. Ability to grasp new techniques and deal with rapid changes in events.Willingness to effectively utilize continuing education opportunities and to stay abreast of new developments,techniques,computer programs,equipment,etc.,used in the performance of the position. Learn and understand standard policies and procedures of a variety of departments. Ability to remain calm and productive in stressful situations,mediation and negotiation skills are helpful. Skill in dealing with the public,developers,management,planners, staff, and representatives of other agencies in a pleasant manner. Ability to acquire basic knowledge to read legal documentation, plat maps, survey records,and other technical maps. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly required to talk or hear. The employee frequently is required to stand;walk; sit;use hands to finger,handle,or feel; and reach with hands and arms. The employee is occasionally required to climb or balance and stoop,kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision,distance vision,color vision,depth perception,and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER POSITION This position is the entry level position in a career ladder for Planning Clerks. The most senior level position is a Planning Clerk II.Advancement from Planning Clerk Ito Planning Clerk II within the career ladder requires meeting the requirements for Planning Clerk II and a positive recommendation from the Department Director. JEFFERSON COUNTY Job Description Job Title: Planning Clerk II Department: Department of Community Development Division: Development Review Division Reports To: Building Permit and Administrative Services Manager FLSA Exempt(Y/N): No Union: UFCW BBP: No Salary Level: Grade 23 Location: Castle Hill Approved By: Human Resources Manager Chi �� i..- Approved Date: July 2020 SUMMARY Performs duties associated with the administration of land use plans, ordinances,and programs.Assists professional staff through researching, interpreting, and administering various aspects of information used in the permitting process. Responsible for the processing and recording of land use applications by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Provides customer service support through: • Responding to front counter and telephone inquiries regarding zoning and land use issues. Determining customer needs,and recommending appropriate process steps or referring to appropriate staff. • Provides technical support to customers and planning professionals including public record requirements,referral to outside agencies, informational requests,administrative process definition, policy interpretation, legal authorities,record research, setback requirements and critical area/storm water requirements. • Creates and produces reports using appropriate computer software to track permits in progress, parcel information and similar reports as required by Development Review Division. Performs daily operational procedures to include: • Provides technical,clerical,and administrative support to permitting functions. • Searches files and records for information as requested. Lists or tabulates information from documents or records in Permit Plan database. Researches maps and other documents in preparation for pre-application conferences. • Emphasis is on customer service(internal/external),word processing, database record keeping. Primarily works with Planners preparing standard letters,reports,notifications, or memos that recur regularly or that are specifically prepared from drafts or verbal instructions. • Checks documents for accuracy and completeness of specific items, copying,distributing information to appropriate agencies,commission members, Hearing Examiner and the public. Jefferson County Job Description: Planning Clerk II Page 2 of 4 Using standard procedures, independently follows up on notifications,and other materials requiring action on a prescribed periodic basis until eventually resolved; maintains record keeping system to do so.This includes legal notices,etc. • Researches every application submittal for critical areas and land use designations. • Files final plats with Auditor,distributes copies to applicant and appropriate agencies including project file; update actions in project tracking system. • Files material according to prescribed breakdown,this includes indexing and filing of all permit and review cases. Responsible for upkeep of files, moving old files to records and new categories. • Enters applications into computer database, assigns project codes and staff. Providing Technical Expertise to include: • Summarizes information from maps, reports,field and file investigations,ICBO code books, and State and Local regulations. • Use and explain construction and land use terminology. Legal understanding as it relates to the Land Use Procedures Process. • Handling of complex permit process applications.Recording data into Permit Plan,reviewing applications,tracking applications,ensuring such applications comply with applicable regulations. • Logging case items into Excel computer program. • Assigning Auditor's project codes to land use applications through an Access computer database. • Accessing GIS computer mapping tool to identify critical areas and land use designations and research adjacent property owners to generate computer mailing labels. • Down loading and formatting digital images into Microsoft WORD for exhibits to staff reports and compliance issues. • Designs and creates Public Notices in Seagate software to meet the requirements of the Land Use Procedures Ordinance. • Designs and creates forms and reports in Seagate software drawing fields from Permit Plan database. Referencing applicable ordinances. • Works with Office Manager to improve Department of Community Development operating concepts,work processes, and other key administrative and customer systems. • Creates and maintains forms and brochures in WORD and EXCEL for use by staff,public and advisory groups. • Fills in as Planner of the Day when no planner is available. Jefferson County Job Description: Planning Clerk II Page 3 of 4 SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities. MINIMUM QUALIFICATIONS: To perform this job successfully,an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill,and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma or general education degree(GED); and three(3)years land use/permit process experience; including two(2)years as a Planning Clerk I; or equivalent combination of education and experience. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules,operating and maintenance instructions,and procedure manuals.Ability to write routine memorandums and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to add, subtract, multiply,and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate,ratio,and percent and to draw and interpret bar graphs. REASONING ABILITY Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.Ability to deal with problems involving a few concrete variables in standardized situations. CERTIFICATES,LICENSES,REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE,SKILLS AND ABILITIES Skill in dealing with the public,developers,management, staff, and representatives of other agencies in a pleasant manner. Collaboration skills,the ability to establish and maintain effective working relationships with other staff and the general public,to work within teams and to creatively problem solve with others. Ability and knowledge of personal computers and software programs for the storage and manipulation of data. Knowledge of clerical principles, practices, fields of activity and specialties which are applied at the Department of Community Development specific to current planning practices. Ability to use standard office equipment including personal computers, facsimile and copy machines and to adapt to new and/or modified equipment and software which may be acquired. Ability to remain calm and productive in stressful situations. Skill in dealing with the public,developers, management, staff, and representatives of other agencies in a pleasant and professional manner. Jefferson County Job Description: Planning Clerk II Page 4 of 4 Ability to read and interpret various types of maps including, but not limited to, USGS quads, road maps,waterway maps,etc. Ability to meet required deadlines while simultaneously completing other tasks. Proficiency in handling multiple,unexpected interruptions on an ongoing basis. Ability to maintain high standards for accuracy,completeness, and efficiency in the preparation of reports and documents. Ability to effectively utilize continuing education opportunities and to stay up to date on new developments,techniques,computer programs,equipment, etc. Ability to grasp new techniques and deal with rapid changes in events. Ability to work on an independent basis and be self-motivated. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly required to talk or hear. The employee frequently is required to stand;walk; sit;use hands to finger,handle,or feel; and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision,distance vision,color vision,depth perception,and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually loud. CAREER LADDER POSITION This position is the senior position in a career ladder for Planning Clerks. The entry level position is a Planning Clerk I. Advancement from Planning Clerk Ito Planning Clerk II within the career ladder requires meeting the requirements for Planning Clerk II and a positive recommendation from the Department Director.