Community Development - Administrative Coordinator

Administrative Coordinator

Due to an upcoming retirement, the Village of Germantown is seeking its next Administrative Coordinator in the Community Development Department. Under the direction and supervision of the Community Development Director (who serves as the Village Planner & Zoning Administrator), the Administrative Coordinator performs a variety of duties and tasks as needed to support the functions and responsibilities of the Planning & Zoning Services and Building Inspection Services divisions within the Community Development Department.

The Administrative Coordinator:

• Responds to voice mail, e-mail and in-person inquiries concerning basic property zoning and land use (or routes inquiries to other Department staff);
  Assists in responding to resident, property owner, and business owner complaints concerning the Village's zoning and property maintenance codes;
• Processes purchase orders and payments of cash, credit card payments, Letters of Credit (LOC), and operates a cash register;
• Receives, processes, distributes, and files permit applications requiring staff and/or Plan Commission or Board of Zoning Appeal review and approval. Communicates with other departments regarding the status and scheduling of applications for staff review and Plan Commission, Village Board, and Board of Zoning Appeal action;
• Prepares and creates agendas, transcribes minutes, assembles and distributes materials for Plan Commission and Board of Zoning Appeal meetings;
• Maintains paper and digital files and other records for the Department. Performs basic research of Village records, property assessment files, internet and other databases as needed. Drafts memos, letters, and other correspondence to carry out the functions of the position or as directed by supervisors as necessary;
• Assists with code enforcement by conducting research, preparing files and reports, conducting on-site field inspections of properties and/or business operations, monitoring development plans and permits after approval, drafting notices and letters related to code violations and enforcement as needed;
• Assists with the operation and maintenance of the Department website and other data and information management systems, financial budgeting systems, billing and permit application tracking systems, and other record keeping functions the Department is responsible to maintain (e.g. Zoning Hub, GIS database, Ener Gov, Tyler Technologies, Village website, Webex, Civic Clerk, etc.);
• Coordinates with the Village Clerk's office with the preparation of public notices, property owner notifications, ordinances, resolutions, Village Board and committee meeting agendas and packets, and satisfying Freedom of Information Act (FOIA) requests as needed.
• Coordinates with the Washington County Geographic Information Services (GIS) staff to assign property addresses and keep up-to-date zoning and development application information on the Village's Zoning Hub and Washington County GIS website;
• Assembles and distributes monthly permit information for Village departments and other public/private agencies (e.g. the US Census Bureau);
• Assists with updating the Department's application forms, fee schedules, Plan Commission meeting schedules as needed. Maintains & updates list of Letters of Credit (LOC), occupancy bonds, and other financial sureties;
• Maintains the inventory of and orders office supplies for the Department;
• Other duties and tasks needed to support the functions and responsibilities of the Community

Education & Experience:

• Graduation from high school is required; an associate degree from an accredited university, college or school is desirable;
• Two or more years of experience in a municipal,…