035-08 - Resolution - Reclassifying Position of Public Works Office ManagerRESOLUTION NO. 035-08
A RESOLUTION OF THE CITY OF PORT ORCHARD,
WASHINGTON RECLASSIFYING THE EMPLOYMENT
POSITION OF PUBLIC WORKS OFFICE MANAGER TO
PUBLIC WORKS OFFICE MANAGER/PERMIT
COORDINATOR INCLUDING A REVISED SALARY
WAGE SCHEDULE AND ESTABLISHING AN
UPDATED JOB DESCRIPTION FOR THE PUBLIC
WORKS OFFICE MANAGER/PERMIT COORDINATOR
POSITION.
WHEREAS, it is necessary for the City to periodically review the duties and
responsibilities of all employment positions; and
WHEREAS, a salary survey was completed and based upon the current job duties
and level of responsibility it is determined that it is appropriate to establish the job description
and salary schedule for the position of Public Works Office Manager/Permit Coordinator; and
WHEREAS, the job description as attached hereto as Exhibit A and the salary step
schedule as set forth below have been reviewed by the City Council Finance/Personnel Committee
and are respectfully submitted with a recommendation for approval; now, therefore,
THE COUNCIL OF THE CITY OF PORT ORCHARD DOES HEREBY
RESOLVE THAT:
Effective August 13, 2008, the pos1t10n of Public Works Office Manager is
reclassified to Public Works Office Manager/Permit Coordinator, including the salary wage
schedule.
Effective August 13, 2008, the job descriptions attached hereto as Exhibit A and
the salary step schedule are established for the position of Public Works Office Manager/Permit
Coordinator.
Entry on the salary step schedule is subject to experience level. Advancement
through these steps is not to be considered automatic, but will be subject to satisfactory job
performance. Currently the Public Works Office Manager has assumed more responsibility than
is stated in her job description. It is the Finance/Personnel Committees' recommendation that the
pay scale and job duties be more accurately reflected. Therefore, the new hourly rate as listed
below shall be retroactive to December 23, 2007.
Resolution No. 035-08
Page 2 of 2
PUBLIC WORKS OFFICE MANAGER/PERMIT COORDINATOR
After 5 Years of Employment
After 4 Years of Employment
After 3 Years of Employment
After 2 Years of Employment
After 1 Year of Employment
After 6 Months of Employment
First 6 Months of Employment
HOURLY RATE
$27.97
$27.17
$26.37
$25.57
$24.77
$23.97
$23.18
PAS SED by the City Council of the City of Port Orchard, APPROVED by the
Mayor and attested by the Clerk in authentication of such passage this 12th day of August 2008.
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ATTEST:
£L
Patricia J.
Exhibit A
Attachment to Resolution No. 035-08
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JOB DESCRIPTION
Job Title: Public Works Office Manager/Permit Coordinator
FLSA: Non-Exempt
Civil Service: Exempt
Department: Public Works
Reports To: Director of Public Works
This is a full time position. Attendance at evening meetings or other off-duty events is not a
regular part of the duties of this position and is not anticipated, but could be required.
Major Function and Purpose
The Public Works Office Manager/Permit Coordinator provides general and technical assistance
to the Public Works Director, Planning Director, Building Inspector, and the Public Works
Foreman and assist with all administrative requirements for the following departments:
Engineering, Planning, Building and Public Works.
General Function: The Public Works Office Manager/Permit Coordinator is responsible for
overseeing the administrative requirements by providing clerical and technical support to the
Public Works, Engineering, Planning, and Building Departments.
Supervision Responsibilities:
This position will direct and oversee the work activities of other administrative support positions
in the Public Works Department.
Job Duties and Responsibilities:
• Types correspondence, contracts, contract modifications, progress reports, monitoring
reports, statistical reports, annual reports, conference data, and other material (from
drafts) with high standard of accuracy, style of presentation, completeness and
correctness of content. Write and send letters for water and sewer availability.
• Attend and provide staff support at conferences, workshops, public meetings, and other
functions as needed.
• Assists in the organization and preparation of materials for conferences, workshops,
public meetings, and staff training.
JOB DESCRIPTION: PUBLIC WORKS OFFICE MANAGER/PERMIT COORDINATOR
REVISION EFFECTIVE DATE: JULY 2008
PAGE 1 OF 5
• Sit in on interview board for hiring new personnel.
• Supervise office clerks, conduct performance evaluations and oversee and coordinate
workloads.
• Develop office procedures, routines and filing systems.
• Oversee that all office equipment is up and running and all supplies that are needed by
the departments are on hand.
• Coordinate with the Public Works Shop personnel with organizing the McCormick Woods
yearly septic pumping schedule, and the water fluoride and chlorination reports that are
submitted monthly to the appropriate state agency.
• Accept building and land use permit applications; calculate and collecting fees; assign
document number; enter data into permit tracking software program. Creates Permit,
Fees and Conditions for Land Use Information System Permits
• Check commercial, industrial and residential development plans to determine compliance
with requirements, verifying contractor's license for current licensing by the State of
Washington.
• When completion of application is determined, enter data into a permit tracking
software program in preparation for routing to various departments for plan review.
• Issue permits when review process is completed, verifying completeness of documents
included in permit packet.
• Interpret information, answer questions and provide information to the public involving
planning, building, and related codes and standards.
• Create new and maintain various department related databases.
• Deal with customer complaints and other inquiries other than building permits.
• Maintain account records of fee payment transactions and updates on a monthly basis.
Provide recap for distribution to supervisor and other staff.
• Maintain accurate compute~ records on permit applications and track their status.
• Assist Fire Dist 7 with their permitting processes and inquires from the public regarding
the submittal requirements for various types of fire related building permits and fees for
the City of Port Orchard.
• Coordinate with the Fire Department in retrieving/tracking files or information to assist
with final inspections for the City of Port Orchard.
• Assist in coordination of scheduling weekly Development Review meetings. Tasks
involved with this function are working with applicant for scheduling appropriate date
and time, routing of preliminary site plans for pre-review by staff.
JOB DESCRIPTION: PUBLIC WORKS OFFICE MANAGER
REVISION EFFECTIVE OATE: JULY 2008
PAGE 2 OF 5
• Perform research for building, engineering and planning-related matters and other
departments as needed.
• Compile permit information, preparing reports for distribution as necessary, forwarding
information to the State Census Bureau, Kitsap County Assessor and other state
agencies on a monthly, quarterly and annually bases.
• Respond to customer inquiries regarding status and approval process of building and
planning permit applications.
• Answer varied inquiries, over the phone or in person, explaining policies and procedures
and resolving routine questions or problems independently.
• Perform office management details without referral to or direction from a supervisor.
• Update and maintain current permit submittal packets, with attention to detail of related
codes.
• Compose and type correspondence on building and planning related matters requiring
knowledge of departmental operations and regulations.
• Operate a variety of office equipment including a computer, typewriter, kroy letter
machine, calculator, printers, OCE plans copier, plotter and fax machine.
• Perform other duties as assigned.
Knowledge, Skills and Abilities:
• Advanced knowledge of the overall operation and purpose of the planning and building
departments including what resources each employee provides the public.
• Ability to analyze and diagnose problems as well as research and interpret codes,
regulations, standards, plans and specs, and various governmental documents.
• Ability to manage multiple projects concurrently under difficult deadlines.
• Knowledge of zoning, municipal, and administrative codes, and public information
processes as well as an understanding of the problems of the developer or architect.
• Ability to establish and maintain positive working relationships at various levels.
• Ability to work effectively with diverse groups and individuals, including developers,
contractors, public agencies, appointed officials, and the general public.
• Ability to read difficult instructions and maintain written records.
• Advanced computer skills including, but not limited to, MSOffice (Word, Excel, current
Permit tracking program).
• Ability to type 60 wpm.
JOB DESCRIPTION: PUBLIC WORKS OFFICE MANAGER
REVISION EFFECTIVE DATE: JULY 2008
PAGE 3 OF 5
• Ability to express oneself effectively in all avenues of communication.
Working Conditions:
Work is performed in an office environment. There are no extraordinary physical demands on
the employee in this position. Repeated interruption of the work routine is typical. This
position requires extensive reading and involves repetitive motion tasks. The employee will be
required to answer telephones. The work area can be noisy.
Contacts and Relationships
The Public Works Office Manager/Permit Coordinator has extensive contact with the public and
members of other departments and agencies.
Physical Requirements
Continuous repetitive arm/hand movement is essential to performance of this job. The
incumbent in this position must be able to discern voice conversation. The Public Works Office
Manager/Permit Coordinator must have the physical ability to perform all essential job
functions. The employee must have hand-eye coordination sufficient to operate computers and
other office equipment. Must have the ability to produce handwritten documents.
Recruiting Requirements
• Associate Degree in Business Administration,
• Advanced experience & familiarity with permit tracking software programs.
• Advanced understanding of building codes and the ability to read and interpret
construction plans.
• Advanced experience & familiarity with zoning and land use codes.
• Advanced computer, grammar and math skills
• Ability to plan and organize many and varied work assignments.
• Ability to learn to analyze, interpret, and accurately review construction and
improvement applications and submittals.
• Ability to learn municipal codes related to permits, City zoning codes, non-technical
building codes and other related regulations and ordinances.
• Ability to perform various tasks while subject to interruption and to perform work
according to schedules and time lines.
• Excellent customer service skills.
• Excellent attention to details.
• All City employees must successfully pass a pre-employment Drug Testing as prescribed
by the City's Drug and Alcohol Testing Policy.
• Must be bondable
• Valid Washington State driver's license or ability to obtain prior to employment
Experience and Training
Associate Degree in Business Administration and any college courses in Planning, Land Use or
Basic Engineer Tech are most desirable.
Three to six years' administrative experience or a combination of training and experience that
provides the required skills, knowledge and abilities
JOB DESCRIPTION: PUBUC WORKS OFFICE MANAGER
REVISION EFFECTIVE DATE: JULY 2008
PAGE40F 5
This job description reflects general details as necessary to describe the principal
functions of this job, the level of knowledge and skill typically require~ and the scope of
responsibility, but should not be considered an all-inclusive listing of work requirements.
Individuals may perform other duties as assigne~ including working in other functional
areas to cover absences or relief, to equalize peak work periods, or to otherwise balance
the workload.
Requirements outlined in this job description may be subject to modification to reasonably
accommodate individuals with disabilities who are otherwise qualified for employment in
this position. Howeve"' some requirements may exclude individuals who pose a direct
threat or significant risk to the health and safety of themselves or other employees.
This job description does not constitute an employment agreement
between the Employer and employee and is subject to change as
the needs of the Employer and requirements of the job change.
JOB DESCRIPTION: PUBLIC WORKS OFFICE MANAGER
REVISION EFFECTIVE DATE: JULY 2008
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