Community Development - Administrative Coordinator

Village of Germantown; Mequon (WI); On-site; USD 42,000 - 65,000; Full time

Job summary

The Village of Germantown is seeking an Administrative Coordinator in the Community Development Department to support Planning & Zoning Services and Building Inspection. The role involves handling inquiries, processing permits, and maintaining records, with a focus on responsive service to residents, businesses, and colleagues.

Ideal candidates have at least two years in municipal government and familiarity with GIS, zoning codes, and public administration.

Qualifications

• High school diploma required; associate degree desirable.
• 2+ years in a municipal, county, or regional government agency required; experience in community development, land use planning, zoning, public administration, finance, or public works desirable.
• Any combination of education, experience, knowledge, skills and abilities that demonstrate the ability to perform the duties of this position will be considered.

Responsibilities

• Responds to inquiries concerning basic property zoning and land use; routes inquiries to staff as needed.
• Processes purchase orders and payments; handles cash, checks, LOCs and payments.
• Receives, processes, and files permit applications for staff and Board review; communicates status to stakeholders.

Skills

Microsoft 365

Office apps

Excel

GIS knowledge

Zoning & land use

Communication skills

Public administration

Education

High school diploma

Associate degree desirable

Tools

CivicClerk

Tyler Technologies ERP

EnerGov

GIS software

Job description

Due to an upcoming retirement, the Village of Germantown is seeking its next Administrative Coordinator in the Community Development Department.

Under the direction and supervision of the Community Development Director (who serves as the Village Planner & Zoning Administrator), the Administrative Coordinator performs a variety of duties and tasks as needed to support the functions and responsibilities of the Planning & Zoning Services and Building Inspection Services divisions within the Community Development Department.

• Responds to voice mail, e-mail and in-person inquiries concerning basic property zoning and land use (or routes inquiries to other Department staff); Assists in responding to resident, property owner, and business owner complaints concerning the Village’s zoning and property maintenance codes;
• Processes purchase orders and payments of cash, credit card payments, Letters of Credit (LOC), and operates a cash register;
• Receives, processes, distributes, and files permit applications requiring staff and/or Plan Commission or Board of Zoning Appeal review and approval. Communicates with other departments regarding the status and scheduling of applications for staff review and Plan Commission, Village Board, and Board of Zoning Appeal action;
• Prepares and creates agendas, transcribes minutes, assembles and distributes materials for Plan Commission and Board of Zoning Appeal meetings;
• Maintains paper and digital files and other records for the Department. Performs basic research of Village records, property assessment files, internet and other databases as needed. Drafts memos, letters, and other correspondence to carry out the functions of the position or as directed by supervisors as necessary;
• Assists with code enforcement by conducting research, preparing files and reports, conducting on-site field inspections of properties and/or business operations, monitoring development plans and permits after approval, drafting notices and letters related to code violations and enforcement as needed;
• Assists with the operation and maintenance of the Department website and other data and information management systems, financial budgeting systems, billing and permit application tracking systems, and other record keeping functions the Department is responsible to maintain (e.g. ZoningHub, GIS database, EnerGov, Tyler Technologies, Village website, Webex, CivicClerk, etc.);
• Coordinates with the Village Clerk’s office with the preparation of public notices, property owner notifications, ordinances, resolutions, Village Board and committee meeting agendas and packets, and satisfying Freedom of Information Act (FOIA) requests as needed.
• Coordinates with the Washington County Geographic Information Services (GIS) staff to assign property addresses and keep up-to-date zoning and development application information on the Village’s ZoningHub and Washington County GIS website;
• Assembles and distributes monthly permit information for Village departments and other public/private agencies (e.g. the US Census Bureau);
• Assists with updating the Department’s application forms, fee schedules, Plan Commission meeting schedules as needed. Maintains & updates list of Letters of Credit (LOC), occupancy bonds, and other financial sureties;
• Maintains the inventory of and orders office supplies for the Department;
• Other duties and tasks needed to support the functions and responsibilities of the Community

Education & Experience

• Graduation from high school is required; an associate degree from an accredited university, college or school is desirable;
• Two or more years of experience in a municipal, county, or regional government agency is required; experience in a community development, land use planning, zoning, public administration, finance, or public works department is desirable; or
• Any combination of education, experience, knowledge, skills and abilities that demonstrate the ability to perform the duties of this position will be considered.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the type and breadth of knowledge, skill, and/or abilities required at the time of hire (or that are desirable and attainable within a reasonable amount of time after hire as noted). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge of, experience, and ability to proficiently use Microsoft 365 and Office applications including Word and Excel is required; Knowledge of, experience and ability to use CivicClerk, Tyler Technologies Enterprise ERP, and other municipal government technology software systems is desirable;
• Knowledge of and experience using internet and/or cloud-based Geographic Information System (GIS) software, e.g. such as the Village’s GIS or the Washington County GIS software and other computer and/or other internet or cloud-based mapping and presentation software applications is desirable or attainable within (3) months;
• Knowledge of and ability to read and comprehend real property legal descriptions and tax parcel records is desirable or attainable within (3) months;
• Knowledge of and ability to research and comprehend land use planning and zoning code terms, Wisconsin statutes, Village zoning codes (i.e. General Zoning Code, Floodplain Zoning Code, and Shoreland-Wetland Zoning Code) is desirable or attainable within (3) months.

Communication & Language Skills

• Speak and understand the English language;
• Ability to relate to, be respectful and patient of, and communicate effectively with the general public, other Village employees and peers, elected and appointed officials in person, on the phone and in small and large public meeting settings;
• Ability to establish and maintain good and effective working relationships with all levels of Village staff and the general public;
• Ability to gather, analyze, interpret, and present findings, conclusions, and abstract ideas in a clear and concise manner both verbally and in writing;
• Ability to record and transcribe meeting minutes from an audio recording, and ability to classify, compute, tabulate, and categorize data;
• Ability to proof-read and comprehend basic reports and reasonably identify errors, illogical and/or incongruous sentences, statements, ideas, or concepts presented therein;
• Ability to establish good working relationships with Village staff, the general public and be aware of sensitive, emotional, or hostile situations.

Mathematical Skills

• Ability to calculate percentages, fractions, decimals, volumes, ratios, present values, and spatial relationships;
• Ability to collect, interpret and prepare basic descriptive statistical data and prepare reports.

Time Management, Performance & Reasoning Abilities

• Ability to exercise good judgment, decisiveness and creativity on a regular basis, work well under pressure and handle stressful situations, and to work both independently and in a collaborative team environment;
• Ability to organize and prioritize multiple tasks and projects, managing time and resources to meet deadlines and changing demands and perform duties with a minimum of supervision;
• Ability and willingness to seek out and accept professional guidance, assignments, constructive criticism, and correction as needed;
• Ability or willingness to learn how to understand Village municipal codes, comprehensive plans and other community development plans, policies, and development regulations;
• Attendance outside of normal workday hours is required. Ability to attend regular weekday evening meetings (typically 1-2 evening meeting per month) and adjust daily work schedule as needed.

Other Qualifications, Knowledge, Skills, & Abilities

• Have (or ability to obtain within 30 days of hire) and maintain a valid Wisconsin driver’s license;
• Ability and willingness to drive Village-owned and/or personal vehicle for travel within or beyond the Village as necessary.

PHYSICAL REQUIREMENTS

• 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 operate objects, tools, or controls; and reach with hands and arms;
• Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration;
• Requires the ability to operate, maneuver and or provide simple but continuous adjustment on equipment, machinery, and tools such as a copier, fax machine, flat-bed scanner, digital camera, laptop and desktop computer, and other office machines or materials used in performing essential functions;
• In general, this position is sedentary, with a normal workday including 6-7 hours of sitting at a desk; however, this position also involves occasional standing at as counter, crouching, kneeling, stooping exerting light physical effort and standing at a counter, walking, lifting, or carrying up to 25 lbs. and/or pushing up to 50 lbs.

WORK ENVIRONMENT

• The noise level in the work environment is moderately quiet.
• General office hours are 8am-4:30pm Monday-Friday, but evening hours may be required for meeting attendance.
• Duties are typically performed within the Community Development Department and/or other office areas within the Village Hall; however, occasional fieldwork conducting on-site or drive‑by visual inspections and taking photographs of properties, businesses and other areas throughout the Village is required.
• Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use, irate individuals and intimidation may cause discomfort and poses limited risk of injury.