2021-12-14 City Council - Full PSPP Agenda-30391
o Agenda
Edmonds City Council
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CALL TO ORDER
COMMITTEE BUSINESS
1. Executive Assistant Job Description Revision (10 min)
2. Building Division Job Description Revision (10 min)
ADJOURN
Edmonds City Council Agenda
December 14, 2021
Page 1
2.1
City Council Agenda Item
Meeting Date: 12/14/2021
Executive Assistant Job Description Revision
Staff Lead: Angie Feser
Department: Parks, Recreation & Cultural Services
Preparer: Angie Feser
Background/History
All job descriptions are required to be reviewed and approved by City Council. The Parks, Recreation,
Cultural Arts and Human Services Department is updating the Executive Assistant position job
description which was last done in May 2014 to more accurately reflect job performance requirements
and expectations.
There are two attachments to illustrate the revisions; the first is the red and blue lined previous
description showing the suggested revisions and the second is a clean copy of the proposed job
description.
Staff Recommendation
Public Safety, Personnel & Planning Committee recommend moving forward the attached revised
Executive Assistant Job Description to the January 4, 2022 Consent Agenda for Council consideration and
approval.
Attachments:
Executive Assistant PRCS Revisions - Redline Copy
Executive Assistant PRCS Revisions CLEAN COPY
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2.1.a
City of
EDMONDS
Washington
EXECUTIVE ASSISTANT
Department: Parks, Recreation-&: Cultural Arts &
Human Services
Bargaining Unit: SEIU
Revised Date: May 2014
Pay Grade: NE-10
FLSA Status: Non Exempt
Reports To: Parks, Recreation & Cultural
Arts & Human Services
Director
POSITION PURPOSE: Under general supervision, plans and performs technical administrative office
coordination to assure smooth, timely and efficient office operations for the department; relieves department
Director and department Managers of technical clerical and administrative duties having department and City-
wide impact; researches, collects, analyzes and compiles data and information for inclusion in reports; maintains
complex financial records, files and budgets related to departmental operations, programs and expenditures.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all
employees in this classification, only a representative summary of the primary duties and responsibilities.
Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position -
specific duties.
• Provides administrative support to department Director, Deputy Director, Supervisors, department Managers,
and staff members.
• Plans and performs technical administrative office coordination; processes departmental accounts
payables and accounts receivables; processes departmental payroll and relieves the supervises Director
of technical clerical and administrative duties having City-wide impact.
• Performs, tracks, submits and maintains all department personnel changes and set-up including initial
processing of hiring, termination, promotion and paid leave new hire paperwork. Assists with candidate
interview scheduling, reference checks, and updating City employment database. Monitors and tracks
seasonal employee hours for Bargaining Agreement compliance. Tracks and monitors employee annual
performance reviews for completion and submission.
• Provides administrative support to Edmonds Memorial Cemetery and Columbarium; maintains cemetery
files and records; creates and notarizes cemetery deeds.
• Receives and processes awarded grants from federal, state and local agencies; tracks all related
invoices and submits for grant reimbursement.
• Compiles and tracks all department contracts including those for capital projects, professional services,
special events and tenant leases; ensures proper routing and signatures obtained.
• Conducts a variety of studies involving programs, systems, operations, special needs, issues or
activities of an assigned department.
• Researches, analyzes and prepares recommendations or conclusions on assigned projects such as
budget development and assists with collection of data at the request of the_ Supervise Director._
Participates on budget development team; collects and analyzes budget and financial information for
budget process and system entry; prepares and tracks department budget reports.
• Coordinates and manages various City donation and adoption programs including Edmonds Flower
Basket and Corner Park adoptions, Edmonds Giving Tree, and Edmonds Memorial Tree program.
• Prepares daily deposits and reports; reconciles all cashier transactions and prepares deposit for bank;
receipts. I Packet Pg. 3
2.1.a
• Monitors and registers department staff for conferences and trainings; prepares and routes appropriate
attendance authorization paperwork.
• Composes, prepares and types a variety of correspondence, memos, reports and other materials and
proofreads materials to assure accuracy and completeness.
• Organizes and coordinates office functions, activities and communications; assures efficient workflow
and office operations; assists with updates to department website and department -related social media
as needed.
• Develops new and improved programs, systems and procedures as a result of new policies or directives
or routine research and analysis. Assists with implementation after securing approval.
• Prepares reports, minutes, agendas, correspondence and other materials as appropriate and according
to decisions and approved actions.
• Researches, analyzes and prepares information on a variety of topics; coordinates efforts with City
departments, government agencies and vendors.
• Provides information to the public and others as requested performs public disclosure requests
regarding confidential records -in compliance with Washington State laws.
Executive Assistant A4aY-
2014December 2021
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2.1.a
JOB DESCRIPTION
Executive Assistant- Parks, Recreation & Cultural Services
• Attends a variety of meetings including staff and management meetings as assigned; participates on
a variety of Citycommittees as directed.
• Provides staff support and clerical and administrative assistance to boards and committees; creates
and updates board Agendas and Minutes; uploads documents to City database and website. Provides
assistance as needed to the department Senior Office Specialist, and trains front office and receptionist
staff as neededs.
• Assists with collection of data, preparation of documents, taking of minutes and maintenance of records.
• Maintains confidentiality of sensitive departmental and other information; provides information and
assistance to City staff as needed.
• Prepares and maintains various records and files; archives files and records as needed in compliance
with the Washington State records retention schedule.
• Performs complex and varied clerical support to relieve the department of administrative detail including
answering telephones and greeting visitors; provides information in person or on the telephone or refers
to appropriate personnel; opens, screens and routes mail.
• Operates office machines including: computers, copiers, calculators, typewriters and other equipment as
assigned.
Required Knowledge of:
• City organization, procedures, federal and state laws.
• Administrative functions and operations of a City government.
• Research methods, data collection and statistical analysis.
• Accurate, lawful, and efficient record -keeping techniques.
• Budget monitoring and control including proficient skills in mathematics.
• Interpersonal skills using tact, patience and courtesy.
• Principles of customer service and public relations.
• Proper telephone etiquette.
• Effective oral and written communication principles and practices.
• Modern office procedures, methods, and equipment including computers and computer applications;
website and social media programs as needed in order to sufficiently perform assigned work.
• English usage, spelling, grammar and punctuation.
• Principles of business letter writing.
Required Skill in:
• Performing technical clerical and administrative duties having department and City-wide impact.
• Planning and performing technical administrative office coordination duties.
• Maintaining records, files, and information in compliance with laws, policies and procedures.
• Interpreting, applying and explaining rules, regulations, policies, procedures and laws.
• Successfully meeting schedules and time lines.
• Preparing a variety of reports, logs, records and files related to assigned activities.
• Maintaining confidentiality of sensitive information; working confidentially with discretion.
• Being flexible and able to work with diverse personalities
• Researching a variety of subjects and presenting information in an efficient, accurate manner.
• Utilizing personal computer software programs and other relevant software affecting assigned work.
• Establishing and maintaining effective working relationships with staff, management, vendors, outside
agencies, community groups and the general public.
• Meet schedules and time lines and ability to work independently.
• Communicating effectively verbally and in writing, including public relations and customer service.
Executive Assistant- Parks, Recreation & Cultural Services May 2014
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2.1.a
JOB DESCRIPTION
Executive Assistant- Parks, Recreation & Cultural Services
MINIMUM QUALIFICATIONS:
Education and Experience:
Two years of college -level training in business, office management, or related field and four years of increasingly
responsible executive assistant or administrative office support experience or any combination of education,
training and experience.
Required Licenses or Certifications:
Valid State of Washington Driver's License.
Must be able to complete and pass a background check.
Mandatory drug test subject to conditional job offer.
WORKING CONDITIONS:
Environment:
• Office environment.
• Constant interruptions.
Physical Abilities:
• Hearing, speaking or otherwise communicating to exchange information in person or on the phone.
• Reading and understanding a variety of materials.
• Operating/using a computer keyboard and other office equipment.
• Sitting, standing or otherwise remaining in a stationary position for extended periods of time.
• Bending at the waist, kneeling or crouching, reaching above shoulders and horizontally or otherwise
positioning oneself to accomplish tasks.
• Lifting/carrying or otherwise moving or transporting up to 20 lbs.
Hazards:
• Contact with angry or potentially dissatisfied customers.
Incumbent Signature:
Date:
Department Head: Date:
Executive Assistant- Parks, Recreation & Cultural Services May 2014
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2.2
City Council Agenda Item
Meeting Date: 12/14/2021
Building Division Job Description Revision
Staff Lead: Leif Bjorback
Department: Building Division
Preparer: Leif Bjorback
Background/History
In April of 2021 the Building Division requested approval of a new job description after identifying the
need for an advanced level position that could help address increased procedural and technological
demands on permit staffing. On April 13, 2021 the Council approved, under Agenda Item #5416, the
creation of a new job description for Permitting Supervisor.
Staff Recommendation
We recommend forwarding this request for City Council approval as part of the next Consent agenda.
Narrative
The new job description of Permitting Supervisor was designated as a non -represented position with
true supervisory responsibilities, and was filled soon after through an in-house promotional process. The
employee previously had held the position of senior permit coordinator, which is a represented position.
While the position was filled by a very capable employee, and the employee's performance continued to
be highly productive, it was soon evident that the job description functions were more limiting than
intended. For example, the position was, and is still needed at times to perform the functions of the
union -represented position of permit coordinator, especially in periods of high volume or to provide
vacation coverage. Under the new job description, it was not possible for the supervisor to perform this
union work. It was never the intent of the department to impose such limitations on the new supervisor
position. Therefore it has been determined that the department will be better served if the Permitting
Supervisor position is changed to that of a lead position, which would be represented by the union.
The Building Division has worked with Human Resources to revise the Permitting Supervisor job
description into a lead position. Please see the attached document showing marked up revisions, which
is being proposed for council approval. We also solicited the Union's input on this change and the job
description and they are supportive of the transition of the position back to the Union. Salary ranges for
the position appear to be similar in either case.
Attachments:
PERMITTING SUPERVISOR JD DRAFT revised 8.5.21
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2.2.a
City of
EDMONDS
Washington
Permitting Supervisor
Department:
Development Services - Building
Pay Grade
NR-9
Bargaining Unit:
Non -represented
FLSA Status:
Exempt
Created Date:
April 2021
Reports To:
Building Official
POSITION PURPOSE: Under general direction, in a lead position, plans, prioritizes, assigns, and
supervises the public permit processing center activities and staff, emphasizing consistency in service
delivery and excellent customer service. Provides supervision and support to permit services provided
by the Department; provides information regarding development regulations, procedures, ordinances and
codes to owners, contractors, architects, engineers, developers and the general public; assists customers
with resolution of questions, complaints, or application problems; coordinates with other staff to develop
and improve the permitting process. Performs technical development and maintenance functions for the
department. Provides supervisory oversight, guidance and training to permit coordinators.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all
employees in this classification, only a representative summary of the primary duties and responsibilities.
Incumbent(s) may not be required to perform all duties listed and may be required to perform additional,
position -specific duties.
• Manages large, complex construction projects acting as the liaison between the developer,
contractor, permit coordinator, reviewers and inspectors from Pre -Application through C of O for
quality control.
• Oversees the processing of building permit applications that are within the ESLHA (Earth Subsidence
and Landslide Hazard Area) designation.
• Programs backend application configurations, fees, and instructions for online and internal permit
systems.
• Provides backup to telephone inquiries and email inquiries from the public at large and from City
departments.
• Provides backup to permit processing and customer assistance as needed.
• Monitors and provides oversight for public records requests from the City Clerk's office.
• Assists Permit Coordinators with complex address assignments and corrections with City
departments and other agencies.
• Assists Permit Coordinators during periods of heavy permitting cycles and provides vacation/ sick
time off coverage.
• Develops and maintains department procedures and forms for permitting, archiving, and other permit
related processes.
Permitting Supervisor Last Reviewed: 04/2021
Last Revised: 04/2021
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2.2.a
2 of 4
JOB DESCRIPTION
Permitting Supervisor
• Reviews and keeps current with changes in technology and regulations. Provides administrative and
technical support to permitting and software programs, document management, website
maintenance, and issue resolution.
• Supervises Permit Coordinators, including: scheduling and assigning work; GeaGhinn and training;
fostering analytical thinking and creativity in methods of delivering City services, developing work
plans, and evaluating performance.
• Provides performance feedback to employees through coaching and training. oral and Written
perfermango eyali iatieR-
• Assists in the preparation and monitoring of the Building Division budget.
• Represents the department and City on various technical and procedural committees.
• Investigates, authorizes and processes payment error corrections and refunds.
• Resolves permitting issues, sometimes outside standard procedures. Provides assistance and
advocacy to internal and external customers, contractor working with City departments and other
regulatory agencies.
• Conducts and assists in special projects as assigned by the Building Official or Director. Projects may
involve extensive research and comparisons, administrative follow-up, liaison with community groups,
other agencies and City staff.
• Investigates customer service complaints and recommends corrective action, as necessary, to
resolve those complaints.
• Develops customer service surveys and provides data to management for analysis.
• Assists other staff in the performance of their duties as assigned.
• Performs other related duties within the scope of the classification.
Required Knowledge of:
• Development services permitting processes, current regulations and City codes.
• Building construction concepts and technology.
• Maps, building codes, code books and related processes.
• Principles of customer service.
• Research methods and advanced report creation and record keeping processes.
• Structure, organization and inter -relationships of city departments, agencies and related
governmental agencies and offices affecting assigned functions.
• Effective oral and written communication principles and practices to include customer service.
• Modern office procedures, methods and equipment including computers and computer applications
• English usage, spelling, grammar, and punctuation.
• Principles of business letter writing.
Required Skill in:
• Reading a variety of plans, specifications, and other materials related to the permitting processes
• Monitoring and organizing work to meet schedules and timelines.
• Performing basic mathematical calculations sufficient to perform assigned responsibilities.
• Maintaining required records and producing a variety of routine and advanced reports.
• Interpreting and applying federal, state and local policies, laws and regulations related to area of
responsibility.
Permitting Supervisor
Last Reviewed: 04/2021
Last Revised: 04/2021
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2.2.a
3 of 4
JOB DESCRIPTION
Permitting Supervisor
• Utilizing personal computer software programs and other relevant software affecting assigned work.
• Establishing and maintaining effective working relationships with staff, management, vendors,
outside agencies, community groups and the general public
• Excellent customer service skills.
• Independent work and decision making skills consistent with department objectives with minimal
supervision, adapt to changing work priorities, manage multiple tasks concurrently, communicate
with staff and the public on a variety of issues, multi -task by handling several high priority issues
and projects at the same time.
MINIMUM QUALIFICATIONS:
Education and Experience:
High School Diploma/GED Certificate and five years of experience in land use or building construction
permitting with customer service/public contact that includes permit/application review; the five years
should include two years of supervisory/ managerial experience OR an equivalent combination of
education, training and experience which allows the incumbent to successfully perform the essential
functions of the position.
Required Licenses or Certifications:
Valid State of Washington Driver's License.
Possession of an ICC Permit Technician certification, or ability to obtain within one year.
Must be able to successfully complete and pass a background check.
WORKING CONDITIONS:
Environment:
• Office and construction site environments.
Physical Abilities:
• Hearing, speaking or otherwise communicating to exchange information in person and on the
telephone.
• Operating a computer keyboard and various tools.
• Reading and understanding a variety of materials.
• Bending at the waist, kneeling or crouching, reaching above shoulders and horizontally or otherwise
positioning oneself to accomplish tasks.
Hazards:
• Contact with dissatisfied or potentially abusive individuals.
Permitting Supervisor
Last Reviewed: 04/2021
Last Revised: 04/2021
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2.2.a
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JOB DESCRIPTION
Permitting Supervisor
Incumbent Signature:
Department Head:
Permitting Supervisor
Date:
Date:
Last Reviewed: 04/2021
Last Revised: 04/2021
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