OFFICE SUPPORT SPECIALIST - DCD

OVERVIEW

Make a difference in your community.

Become a part of the Kitsap County team!

Do what you love while serving the citizens where you live.

KITSAP COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT (DCD)

Kitsap County DCD has earned national awards for the permitting system, public disclosure request system, and risk check program. It has received two Governor's Awards for comprehensive planning efforts and is recognized for its natural resources program by federal and state agencies as the "go to organization" for Puget Sound restoration efforts. The department has very engaged employees dedicated to delivering effective and efficient services to the citizens of Kitsap County. Nearly all employees are Lean Six Sigma trained and have development plans that encourage career growth at all levels. Please learn more about the department at our website .

DCD is seeking one Executive Coordinator to join our team!
Under the direction of the assigned supervisor, the successful candidate is responsible for coordinating department executive and leadership functions, facilitating items on their behalf with both internal and external stakeholders including the scheduling of all department agenda items to be presented to the Board of County Commissioners, preparing agenda summaries and packets, and guiding department staff in the process. In addition, this position coordinates all staff functions and researches and responds to customer inquiries of a difficult or escalated nature and may be asked to design and prepare reports, presentations, or documents on behalf of department executives.

This position is oversees work related to the Planning Commission as their Secretary and serves as a backup to the Clerk of the Hearing Examiner in the public meeting process including attending evening meetings. This position also proactively manages the departments policies and procedure repository in DocTract and facilitates policy and procedure compliance to ensure all policies and procedures are current.

This posting will be continuous until filled. The first review of applications will take place the week of October 28th. First round interviews will tentatively take place the week of November 11th.

QUALIFICATIONS FOR PERFORMANCE OF THE ESSENTIAL FUNCTIONS

REQUIRED EDUCATION AND EXPERIENCE:

• High School Diploma or GED; AND
• Three years of specialized office, customer service, or technical program experience including one year in the area of assignment.
• One year of college credits earned by an accredited agency recognized by the US Department of Education may be substituted for one year of experience.

PREFERRED EDUCATION, EXPERIENCE, OR QUALIFICATIONS:

• Experience utilizing Microsoft Platform, i.e., Outlook, Word, Excel, Teams, SharePoint, etc.
• Experience utilizing Adobe Acrobat Pro.
• Experience in records management.
• Experience in procedure and policy management.
• Experience in taking minutes using speedwriting or equivalent.

If you use education to meet the requirements for the position, a copy of your official transcripts must be submitted prior to your first day of employment.

Criminal Conviction Standards:

• The successful incumbent will or may have access to a secured/confidential facility or computer system(s). As a result, Kitsap County will be conducting an extensive criminal background check by law enforcement agencies, which may include fingerprinting.
• Please review the following list of disqualifying crimes and negative actions to determine if you meet our standard for this position: https://www.dshs.wa.gov/ffa/disqualifying-list-crimes-and-negative-actions

Required Licenses, Certificates, Examinations/Tests and Other Requirements (Exclude if none required)

The incumbent is responsible for obtaining and maintaining all the following required licenses, certifications and other requirements.

Prior to employment, the successful candidate must:

• Submit official transcripts from an accredited college or university or business school, if education is being used to meet the minimum qualifications.
• Pass all job-related examinations/tests necessary to demonstrate required knowledge, skills and abilities, as determined by the hiring authority at time of job posting.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT

(The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Kitsap County provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.)

Work is performed primarily in an office environment and positions in this class typically require:

• Walking, bending, stooping and twisting.
• Reaching above and/or below shoulders.
• Handling/grasping documents for equipment.
• Sitting and/or standing for short or extended periods of time.
• Clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately in-person, on the telephone, or using other electronic media.
• Adequate hearing sufficient to communicate effectively and respond appropriately in person and/or on the telephone.
• Vision sufficient to drive a vehicle during daylight and nighttime hours, read source materials, plans and drawings, to read computer and similar screens and see detail or color.
• Repetitive motions for computer/tool/equipment use.
• Requires exertion of force of 30 pounds occasionally, 20 pounds frequently, and/or 10 pounds continuously to lift/carry/move objects, files/documents, and field equipment necessary to conduct inspections.
• Ability to work in an open office environment.

ILLUSTRATIVE EXAMPLE OF DUTIES

In this role, you will have the opportunity to:

Provide coordination to department leadership including:

• Coordinating all department executives (Director and Assistant Directors) functions:
  • Maintain Director and Assistant Director's calendars
  • Coordinate stakeholder meetings with local developers and builders (Kitsap Builder's Association and Department Advisory Council) and executive functions with neighboring jurisdictions (Directors Luncheon and CBO Luncheon)
  • Monitor, research and respond to customer complaints, problems, and inquiries of a difficult or escalated nature

Coordinating department leadership team (Managers and Supervisors) functions:

• Facilitate and take notes for weekly leadership team meetings
• Review and monitor agenda items to be presented to the Board of County Commissioners by preparing and coordinating all documents in accordance with County established procedures

Serve as Department Leadership Representative in:

• Coordinating major departmental functions including all-staff meetings and community outreach meetings for Planning and Environmental Programs (Comprehensive Plan, Shoreline Master Plan, Critical Area Ordinance, or other code development updates)
• Scheduling and tracking all Board of County Commissioners items for the Department including preparing and delivering agenda summaries and facilitating agenda items to be presented to the Board of County Commissioners in accordance with County established procedures

Serve as Planning Commission Secretary and backup to the Clerk to the Hearing Examiner:

• Facilitates evening public meetings and public hearings (virtual, in-person, hybrid) including preparing and scheduling publication of legal advertising, preparing and distributing meeting agendas and material, attending evening meetings and hearing, transcribing and publishing accurate proceedings of the meetings, indexing files, and following procedures prescribed by law and Kitsap County Code
• Provides training and/or guidance to department management, planning staff, planning commissioners, and 2nd chair (administrative staff on parliamentary procedure to ensure compliance during public meetings and public hearings
• Creates support to the Planning & Environmental Planning and Development Engineering staff by preparing agendas and coordinating training for staff
• Provide backup support to the Clerk of the Hearing Examiner

You will also have the opportunity to:

• Act as the departments DocTract Administrator in providing policies and procedure management for department including configure and maintain DocTract database, the department repository for all policies and procedures.
• Conduct quality control and facilitate policy and procedure compliance to ensure all policies and procedures are accurate, approved, and reviewed annually and timely.
• Provide training to department staff and facilitate changes of department policies and procedures.
• Lead and/or assist with process improvement efforts throughout department

OTHER POSITION RELATED INFORMATION

• Who May Apply : This position is open to the general public. Applications will be screened for qualifications and completion of all the required materials and forms. The most competitive applicants may be contacted for further steps in the selection process, which may include testing for office and computer skills.
• This position is classified as eligible for overtime under the Fair Labor Standards Act (FLSA)
• This position is non-represented and covered under the Kitsap County Personnel Manual. Internal applicants should be aware that a change in union status or bargaining unit may impact your benefits and accruals. Please contact Human Resources if you have questions.
  
• Kitsap County is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact our Human Resources Office.
• This recruitment is being used to fill an existing open position, and may be used to fill future openings for up to six (6) months.
• Work hours for this position are Monday - Friday, 8 a.m. - 4:30 p.m.
• Opportunities to telework are available with this position.

This posting will be continuous until filled. The first review of applications will take place the week of October 28th. First round interviews will tentatively take place the week of November 11th.

At Kitsap County, we strive to take care of our team! Our employees are the greatest asset of Kitsap County, and we take pride in offering a highly competitive compensation and benefits package to all eligible employees.

County Paid Benefits Include:
Medical - Kaiser Permanente (HMO) or Aetna (PPO)
Dental -Delta Dental or Willamette
Vision - VSP
Flexible Spending Accounts (FSA)
Life Insurance - Basic, Accidental Death and Dismemberment (AD&D), Voluntary Term Life Insurance (VTL)
Disability - Short-term disability & Long-term disability
Voya Voluntary Insurance
Transportation incentives
Employee Assistance Program
Travel Assistance Program
Wellness program https://spf.kitsapgov.com/hr/Pages/Wellness.aspx
Benefits become effective on the first calendar day of the month following the month in which the employee is hired except if the employee's hire date is the first calendar day of the month, benefits begin on the day of hire. More information about employee benefits is available on the county's website at: https://spf.kitsapgov.com/hr/Pages/Benefits.aspx or the Kitsap County Digital Benefits Guide .

*Voluntary benefit options also available at the employee's expense

Retirement:
Employees are covered under the PERS retirement plan provided through the Washington State Department of Retirement Systems and Social Security.

Deferred Compensation (IRS Plan 457b): tax-deferred savings program

Holidays
11 paid holidays and 2 additional floating holiday per year

Vacation Leave
New employees are credited with 48 hours of annual leave upon hire and will be begin accruing at the rate of 8 hours per month starting on their 7th month of employment. Employees may carry over 360 hours from one calendar year to the next. Annual leave accrual will increase upon tenure, as follows:

Upon completion of 3 years: 15 days per year (10.00 hours per month)
Upon completion of 5 years: 20 days per year (13.33 hours per month)
Upon completion of 10 years: 25 days per year (16.67 hours per month)
Sick Leave
All new hires will be credited with 48 hours of sick leave upon hire and will begin accruing at the rate of 8 hours per month starting on their 7th month of employment. Employees may carry over 1200 hours from one calendar year to the next.

***Part-time employees benefit contributions and leave accruals will beprorated***

Current County Employees
If you are transferring or promoting into this position you are responsible for reviewing these benefit changes; prior to accepting a position. In addition, it is your responsibility to notify the Auditor's Payroll Division of a change in union status.

NOTE: This is a general overview of the benefits offered through employment with Kitsap County, and every effort has been made to ensure its accuracy. If any information on this document conflicts or is incorrect with the provisions of the Personnel Manual, applicable laws, policies, rules or official plan documents they will prevail. The Personnel Manual is available at: https://www.kitsapgov.com/hr/Pages/Personnel-Manual-2019.aspx

Closing Date/Time: 10/27/2024 11:59 PM Pacific

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• KITSAP COUNTY

• 360.337.7185

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