Planning Projects Coordinator

Non Safety and Security Sensitive

SUMMARY:

The Planning Project Coordinator is the first point of contact for all general calls into the city for all departments and all visitors for both the Mayor’s office and the Planning Department.  The position serves as essential support for all front and back-office operations for the Planning Department, assisting the public, homeowners, businesses, architects, engineers, builders and developers by responding to customer visits, phone calls and inquires regarding development processing procedures project status, processing fees, and permissible land uses.  The Planning Project Coordinator schedules all department concept and preapplication meetings, reviews submittals for completeness, routes projects for signature approval and serves as a key liaison for applicants navigating the city’s development process and submitting a code enforcement complaint.

LEVELS OF RESPONSIBILITY:

Supervision Level: This position works under general supervision, passing on the inquiry to other staff when appropriate.

Staff Supervised:       n/a

Assets:                             Computer and desk phone

Safety:                              n/a

Security:                          n/a

Technology:             Tyler Technologies Munis, Naviline, “ESRI” GIS, Bluebeam Revu, DocuSign, Civic Plus, Central Square Trakit, Acrobat Pro, Microsoft Office 365 (Outlook, One Note, Teams, Word, Excel, Power Point), Executime, Bamboo HR Management and Miro collaboration workspace.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Reporting relationships, work assignments, and work schedules may be subject to change in order to meet City needs or operational requirements. In-person attendance at work and the ability to deal courteously and diplomatically with the public, supervisors, co-workers and other departments and organizations are essential elements of this position. Other duties may be assigned.

• Customer Service: Answers the main call number for all city departments from the public, homeowners, businesses, architects, engineers, and developers to accurately communicate city process and requirements or to direct the call to the appropriate department.  Fields calls for general planning information including GIS and zoning based questions and generates Code Enforcement requests from the public using the 311 GIS tracking database.
• Plan Review Coordinator: Interfaces with new Etrakit users to set up new accounts for all plans submitted to the city for review.  Performs a completeness review for all submittals.
• Front Counter Coordinator: Welcomes all visitors to the Planning Department and the Mayor’s office.  Fields walk up inquiries into planning applications and concerns.
• Purchasing Coordinator: Processes all payments, vendor workorders and department training and travel requests using Tyler Technologies for purchasing and budgetary controls as well as other financial software such Paypal and Naviline.
• Public Meetings: Distributes public agendas and video recordings of all planning department public meetings.
• Project Approvals: Routes final plats, easements and other document approvals for the Mayor’s signature using DocuSign, filing with the County electronically and coordinating the status with GIS, Trakit and applicants for expedited customer service.
• Scheduling: Schedules all preapplication meetings, concept meetings and other department wide meetings, ensuring room availability, stakeholder acceptance and virtual options including Zoom, and MS Teams.
• GIS Mapping: Utilizing Geographic Information Systems (GIS) software, communicates the status of projects, current zoning and allowable uses to constituents.
• Documentation, Record-Keeping, Mail processing: Maintains accurate records, databases, and files related to all planning documents, routes mail, and responds to incoming correspondence.
• Code Compliance: Drafts code compliance letters for new and existing businesses. Conducting site inspections and reviewing development projects during various stages of construction to ensure compliance with approved plans, permits, and regulations.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with minimal supervision. The requirements listed here 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 Experience

·         High school diploma or general education degree (GED) and five (5) years related experience and/or training.  Knowledge of some principles, practices, and methods of planning and/or public administration and laws.

·         Knowledge of office terminology and business English.

·         Proficiency in Microsoft Office Suite.

·         Knowledge of  “ESRI” GIS.

·         Experience with Adobe Acrobat or Canva.

·         Proficiency with operating phones, computers, televisions, printers, copiers, and A/V equipment

        Language Skills

·         Ability to communicate clearly and effectively, both orally and in writing while maintaining composure under pressure.

·         Effectively respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. 

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.

·         Ability to read and understand a budget.

Reasoning Ability

·         Able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Certifications, Licenses and Registrations

·        Valid Driver’s License

·        Licensed Notary, or eligibility to obtain within 90-days of hire

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.

·         Regularly required to sit, talk and listen.

·         Frequently required to use hands to finger, handle, or feel; reach with hands and arms.

·         Frequently required to lift and/or move up to 10 pounds.

·         Occasionally required to lift and/or move up to 25 pounds. 

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.

·         Regular exposure to an interior office environment.

·         Regular exposure to a quiet to moderate noise level.

·         Occasional exposure to outside weather conditions.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.