Codes/Planning Specialist

Coos Bay; Coos Bay (OR); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

PERS retirement

Job summary

City of Coos Bay seeks a Codes/Planning Specialist to handle intake and processing of permits, planning applications, and related forms. You will inform the public on land use and building code processes and provide secretarial support to planning staff.

The role requires strong clerical skills, data handling, and the ability to prepare minutes, reports, and correspondence while coordinating with multiple departments. 40-hour workweek with standard city hours.

Qualifications

• Thorough knowledge of proper grammar, punctuation, spelling, capitalization, and sentence structure.
• Thorough knowledge of modern office record keeping and secretarial practices, procedures, and equipment.
• Ability to compose routine correspondence and take minutes of meetings and to transcribe same.
• Ability to type accurately and rapidly, organize, file and maintain accurate records, and prepare moderately complex reports and correspondence.
• Ability to use standard office software programs.

Responsibilities

• Explain technical information to applicants and the public concerning the requirements of the Land Development Code, Specialty Codes and other City ordinances.
• Performs counter reviews with customers to insure permits and applications are complete prior to final submittal for departmental processing.
• Composes and prepares correspondence, data, reports, and routine forms. Types letters, reports, minutes, specifications, agendas, research projects, memos, statistical information, and other varied correspondence.
• Sets up and maintains a variety of records using various computer software and manual systems.
• Acts as receptionist for the Public Works and Community Development Departments, taking calls, answering inquiries, sorting mail, making appointments, scheduling inspections, and applying knowledge of ordinances and procedures of the Public Works and Community Development Departments to assist the public.

Skills

Communication skills

Secretarial skills

Data entry

Written communication

Education

High School Diploma or GED

Tools

Microsoft Office

Office Equipment

Job description

Codes/Planning Specialist

GENERALSTATEMENTOF DUTIES: Performs a variety of technical and non-technical tasks related to the intake and processing of building code and non-building code related permits and forms as well as planning applications and actions. Informs the public on land use and building code processes and standards. Performs a variety of secretarial tasks related to planning and codes implementation work. Composes, transcribes, edits and types correspondence, monthly reports and special projects; takes minutes at hearings and meetings; serves as receptionist for the department. Performs other related duties as required.

SUPERVISIONRECEIVED:Works under the supervision of the Planning Administrator who assigns and reviews work for conformation to instructions and standard practices. Performs routine work with minimum supervision.

SUPERVISIONEXERCISED:May coordinate the training of or assignment of work to administrative temporary or volunteer staff.

TYPICALEXAMPLESOF WORK: An employee in this classification may perform any of the following duties. However, these examples do not include all the specific tasks which an employee may be expected to perform.

• Explains technical information to applicants and the public concerning the requirements of the Land Development Code, Specialty Codes and other City ordinances.
• Performs counter reviews with customers to insure permits and applications are complete prior to final submittal for departmental processing.
• Composes and prepares correspondence, data, reports, and routine forms. Types letters, reports, minutes, specifications, agendas, research projects, memos, statistical information, and other varied correspondence.
• Sets up and maintains a variety of records using various computer software and manual systems.
• Acts as receptionist for the Public Works and Community Development Departments, taking calls, answering inquiries, sorting mail, making appointments, scheduling inspections, and applying knowledge of ordinances and procedures of the Public Works and Community Development Departments to assist the public.
• Serves as administrative support for various boards and commissions. Attends meetings, takes minutes and records meetings. Prepares final minutes for approval.
• Operates standard office machinery such as personal computers, adding machine, fax, copy machine and postage machine.
• Performs related duties and secretarial work as required.

DESIRABLE QUALIFICATIONS FOR EMPLOYMENT

KNOWLEDGE,SKILLSANDABILITY:Thorough knowledge of proper grammar, punctuation, spelling, capitalization, and sentence structure. Thorough knowledge of modern office record keeping and secretarial practices, procedures, and equipment. Ability to compose routine correspondence and take minutes of meetings and to transcribe same. Basic knowledge of arithmetic (addition, subtraction, multiplication, division, and percentages). Skill in communicating tactfully, both orally and in writing, answering questions, and explaining information, decisions, or ordinances. Ability to establish and maintain harmonious working relationships with other agencies, employees, and the general public.

ESSENTIALFUNCTIONS:Ability to prepare charts and graphs; to research and collect data, and detailed work involving numerical data. Ability to type accurately and rapidly, organize, file and maintain accurate records, and prepare moderately complex reports and correspondence. Ability to make decisions independently and in accordance with established policy. Ability to maintain confidentiality of agency records. Ability to use standard office software programs. Ability to multi-task as well as complete work in a timely and accurate manner. Must be able to develop and maintain positive cooperative team-oriented relationships with co-workers, supervisors, managers, and others you come in contact with.

EXPERIENCEANDTRAINING:Two years of progressively responsible experience in secretarial/clerical work. Graduation from high school or possession of the equivalent GED certificate, supplemented by additional training in college or business school secretarial science course work. Any satisfactory equivalent combination of experience and training which insures the ability to perform the work may substitute for the above.

TOOLSANDEQUIPMENTUSED:All modern office equipment which may include personal computers, adding machine, copy machine, postage machine, and fax.

PHYSICALDEMANDS: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 frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to 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, peripheral vision, depth perception, and the ability to focus. Employee must be able to communicate verbally in English.

WORKENVIRONMENT: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 moderately quiet, but frequently includes multiple on-going conversations in close proximity.

GUIDELINES:The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Union Status - Included in AFSCME

FLSA Status - Non-Exempt

FTE - 40 hours per 7-day work period, subject to change for operational requirements

Schedule - Monday - Friday, 8:00 am - 5:00 pm with possibility of evening hours for meeting attendance, subject to change for operational requirements

EMPLOYEE BENEFITS

• Employees work in a strong team-oriented environment and receive a generous employee benefit package which includes twelve paid holidays, vacation and sick leave, life and accidental death and dismemberment insurance, long term disability, medical, dental and vision insurance, and retirement through the Public Employees Retirement System. The City pays 90% of the medical and dental insurance premium for the employee and their family.

INFORMATION ABOUT THE COMMUNITY: Information about the City of Coos Bay and the Bay Area is available at www.coosbayOR.gov .