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2021-12-14 City Council - Full PSPP Agenda-30391 o Agenda Edmonds City Council PUBLIC SAFETY, PERSONNEL & PLANNING - ZOOM VIRTUAL ONLINE MEETING EDMONDS CITY COUNCIL MEETINGS WEB PAGE, HTTP://EDMONDSWA.IQM2.COM/CITIZENS/DEFAULT.ASPX, EDMONDS, WA 98020 DECEMBER 14, 2021, 5:00 PM THIS MEETING IS HELD VIRTUALLY USING THE ZOOM MEETING PLATFORM. TO VIEW OR LISTEN TO THE COMMITTEE MEETING IN ITS ENTIRETY, PASTE THE FOLLOWING INTO A WEB BROWSER USING A COMPUTER OR SMART PHONE: HTTPS://ZOOM. US/J/95798484261 OR JOIN BY DIAL -UP PHONE: US: +1 253 215 8782 WEBINAR ID: 957 9848 4261 COUNCIL COMMITTEE MEETINGS ARE WORK SESSIONS FOR THE COUNCIL AND CITY STAFF. COMMITTEE MEETING AGENDAS DO NOT INCLUDE AUDIENCE COMMENTS OR PUBLIC HEARINGS. 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 Packet Pg. 2 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 Packet Pg. 4 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 Packet Pg. 5 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 Packet Pg. 6 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 Packet Pg. 7 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 Packet Pg. 8 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 Packet Pg. 9 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 Packet Pg. 10 2.2.a 4 of 4 JOB DESCRIPTION Permitting Supervisor Incumbent Signature: Department Head: Permitting Supervisor Date: Date: Last Reviewed: 04/2021 Last Revised: 04/2021 Packet Pg. 11