Administrative Manager of the Planning and Building Department

Essential Functions

• Manages the processing of land use and building permit applications by coordinating directly with applicants, conducting completeness reviews of application materials, calculating permit fees and invoicing, and ensuring timely review by city staff; 
• Manages the processing of Streets and Facilities Department permits including right-of-way encroachment permits, dig permits, and temporary right-of-way permits; 
• Maintains the comprehensive record of all documents related to the department by maintaining overall master files and the comprehensive information technology system; 
• Archives and organizes all Planning and Building files and records following the City’s and department’s retention procedures; 
• Responsible for data input, management and reporting to the director, city departments, elected and appointed officials, and reporting agencies including Blaine County and the US Census.
• Manages the public hearing schedule and required materials for the Historic Preservation Commission and Planning and Zoning Commission. Coordinates the public hearing schedule and required materials for department related items on the City Council agenda. Attends Planning and Zoning and Historic Preservation Commission meetings to take minutes, operates audio visual equipment, and provides administrative and technical assistance to the Commissions, staff, and the public; 
• Leads bi-annual Development and Construction meeting with contractors including agenda development, speaker coordination, logistical coordination, and promotion;

• Leads all process improvements related to planning and building permit processing including annual performance audits, staff consultations, development of improvement plans, and implementation;
• Assists the Planning and Building Director in composing letters, reports, memos, agendas, application forms, findings of fact and other documents; 
• Manage the Planning and Building Department Director’s calendar including meeting coordination, agenda management, and logisitical planning;
• Performs special projects for the Planning and Building Director as assigned;
• Responsible for the timely execution of all public noticing requirements for the department. Including but not limited to preparing and mailing all legal notices, verifying posting and staking of project sites, coordinates directly with legal publications, and prepares Certification of Noticing and Mailings; 
• Performs clerical support and receptionist duties, such as taking incoming telephone callers and visitors, answering general questions, supplying incoming visitors with appropriate paperwork, receives permits and land use applications and maintains office supply inventory; 
• Supports the Planners and Director in various capacities including, but not limited to, researching, evaluating, verifying, and presenting information and data on all projects as requested; 
• Leads the logistical coordination and execution of all open houses and public meetings hosted by the department; 
• May support other City departments in clerical and technical requirements of public meetings for City Council or other City organizations as requested; 
• Investigates alleged zoning violations and assists with enforcement of City codes when required; 
• Prepares a variety of studies, reports and related information for decision making purposes; 
• Works with all various office software daily, including Microsoft Word, Excel, Outlook, and Caselle; 
• Participates as a team member on professional planning and City projects; 
• Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.