Development Coordinator/Records Control Official

ANNOUNCEMENT OF EMPLOYMENT OPPORTUNITY

Development Coordinator/Records Control Official

Public Works Department

Hiring Range: $21.55 to $26.94

FLSA Status: Non-Exempt

Pay Grade: 107

Full Pay Range: $21.55 to $32.33

Deadline to Apply: 08/17/2023

Benefits Summary

Major Benefits for Full-Time Regular Employees:

• Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
• 10 paid holidays and 1 floating holiday per year
• Pension and long-term disability through Arizona State Retirement System, click here for more details
• Supplemental benefits such as deferred compensation plans and additional life insurance
• Paid time off up to 20 days in first year of employment
• Free family coverage for select medical and dental plans

Position Summary

Works with outside agencies, contractors, developers, the general public, and other City departments to implement standards and technical support systems that ensure efficient and timely processing of permits within a customer friendly environment and maintains Public Works' records in accordance with Arizona state's record schedules and guidelines.

Distinguishing Characteristics

This position has no supervisory responsibilities. Under general supervision, this job class is expected to work independently within established guidelines in the disposition of daily activities.

Essential Duties

• Coordinates and implements record retention and disposition
• Manages processing of financial assurances
• Provides guidance and direction for compliance with municipal code.
• Performs other duties as assigned
• Serves as backup to the administrative support staff, including answering multi-line phone system, mail distribution and receptionist, when needed
• Works closely with the City Hall Permit Center staff to facilitate construction document submission, plan review, and permit issuance through the approval process; assures compliance with applicable codes, timeframes, and policies
• Assists with maintaining database and associated software
• Processes draw requests and/or releases for compliance with construction documents
• Serves as a Notary Public
• Coordinates the management and processing of records requests made by the general public and other City departments, in person and electronically, with appropriate areas
• Monitors permit timeline/status to keep workflow on track; ensures that essential documents are received and processed prior to both issuance and close-out of a project
• Disseminates information to Department staff about records management
• Oversees the proper management and implementation of the City's Records Management Program as the "Records Control Official" for the Public Works Department
• Answers phone calls and helps walk-in customers
• Recommends procedural and/or ordinance changes to resolve issues and improve efficiencies; accommodates new technical or development trends; writes standard operating procedures

Qualifications

Education and/or Experience:

Associate degree with major course work in public administration or a closely related area; three (3) years of planning, engineering, or construction experience preferably in a responsible records management capacity within a municipal environment; or any equivalent combination of education, experience, and training which provides the knowledge and abilities necessary to perform the essential functions of the position.

Employee Core Beliefs

City of Prescott employees should seek to uphold the City's core beliefs throughout their day-to-day business and with every customer they come in contact with, both internal and external. Our core beliefs are: Act with Integrity, Work as a Team, Have Personal Commitment and Loyalty, Solve Problems, Take Pride In Excellent Results, High Level of Productivity and Being Nice.

Knowledge, Skills, And Abilities

• Ability to investigate and respond to difficult and sensitive problems and complaints in a professional manner
• Knowledge of federal, state, and City rules, regulations, policies, procedures, codes, and ordinances related to planning, engineering, permitting, and records retention
• Skill in communicating, both verbally and in writing
• Ability to identify and report findings and take necessary corrective action
• Knowledge of the City of Prescott's governmental organization, policies, and procedures
• Skill in coordinating and implementing duties related to public records between various divisions for the Department
• Skill in tracking project status, identifying process delays or bottlenecks, and recommending solutions
• Knowledge of City codes and policies that establish authority and methods of calculating permit, utility, and other development related fees
• Knowledge of basic development policies and processes for private and public projects
• Skill in developing and implementing procedures to expedite plan review processes
• Knowledge of principles, practices, policies, and procedures of records retention
• Ability to perform research using complex technical reference manuals, City ordinances, legal agreements, and drawings
• Ability to work independently with a self-starting initiative
• Ability to establish and maintain effective working relationships with stakeholders
• Skill in using computer software, including word processing, spreadsheet, and database applications
• Knowledge of state records management program for municipalities and applicable Arizona revised statutes for public records
• Knowledge of general development and construction terminology

Physical Demands And Working Conditions

• Work is performed in a standard City office environment
• Safely exerts moderate physical effort including, but not limited to, lifting, carrying, pushing, and/or pulling, etc. of objects and materials of moderate weight (35 pounds or less)
• Work is performed in a relatively safe, secure, and stable work environment
• Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, 10-key calculator, copier, and fax machine requiring continuous and repetitive arm, hand, and eye movement

Successful candidate will receive a post-offer, pre-employment background screening to include:

• Motor vehicle records check
• Drug screening
• Criminal background screening

City of Prescott Contact Information

201 N. Montezuma Street, Suite 207

Prescott, AZ 86301

Email: [email protected]

Website: www.prescott-az.gov

Phone: 928-777-1410 / Fax: 928-777-1213

In accordance with A.R.S. 23 - 493, this position has been identified as "Safety Sensitive". The City of Prescott is an Equal Employment Opportunities/Americans Disabilities Act reasonable accommodation employer.

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