Program Specialist

This position is required to attend and provide administrative support for our night board and commission meetings, open houses, and focus groups.

Under the direction of the Administrative Services Manager, implement, coordinate, and process projects for the Planning & Building Department and Development Services. Independently performs complex, high level, skilled administrative tasks related to land use and building permit processes that support the office operations of the department.

Distinguishing Characteristics: The Program Specialist is an administrative position supporting the work of the Planning & Building Department. Whereas the Office Specialist's duties are more reception-based, this position will perform work with a focus on program support. This highly skilled position provides extensive support to boards and commissions including meeting attendance and meeting information packet preparation. The Program Specialist requires a high level of accountability as the position works with heavy deadlines in publishing legal hearing notices.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Prepares and distributes official hearing records including public notices, applicant letters and required legal publications.
• Processes and distributes land use permits ensuring proper requirements are met as noted in the Kirkland Zoning Code. Prepares public notices including applicant, property, and permit information, which may be distributed electronically or by mail.
• Coordinates with staff to determine publishing dates to meet Zoning Code and legal requirements. Publishes required notices for land use permits multiple locations by required legal deadlines.
• Prepares, assembles, and distributes Planning Commission, Design Review Board, and Hearing Examiner meeting agendas and packets materials. Prepares, assembles, and distributes Planning and Building City Council agenda items.
• Consolidates and prepares all correspondence, agendas, resolutions, and ordinances for board and commission review.
• Provides administrative support to the boards and commission meetings, including scheduling meetings based on availability; providing reminders; organizing logistics and setting up supplies and refreshments; and recording meetings and hosting teleconference software. May perform recording secretary duties in the absence of the recording secretary.
• Tracks and reconciles registrations, payments, and transactions from a variety of internal and external sources.
• Prepares, verifies, and processes required purchase requisitions and invoices into the City accounting system.
• Processes purchase orders, matches invoices, ensures items are received, updates the City accounting system, and forwards to Finance for payment.
• Keeps and accounts for the monthly use of purchasing credit cards for departmental use; also tracks credit card accounts for the department.
• Responsible for cash/check handling, customer billing, and refunds.
• Communicates and coordinates with City staff and officials, governmental and private organizations, and the public.
• Arranges and coordinates registration and payment for training, seminars, and conferences for Staff; organizes travel and/or accommodations that are needed.
• Schedules and coordinates the use of City conference rooms, and other shared City resources. Prepares conference rooms for meetings including setting up tables, chairs, meeting supplies, and refreshments. Coordinates with Facilities and Information Technology as needed.
• Attends and produces minutes for department and committee meetings. Assists with distribution of department meeting minutes including routing to staff for editing, making revisions, and distributing to appropriate governing body for signature.
• Updates online board and commission pages including current member roster, member biography, orientation manuals, and meeting information.
• Supports staff in creating and editing webpages and forms.
• Performs research projects for department staff. Collects, researches, organizes, and analyzes data.
• Assists with data collection, analysis, and reports. Provides, tracks, and enters data and responds to inquiries relating to permit and timekeeping data.
• Processes and disseminates confidential records and information in compliance with public disclosure laws and Department rules and regulations.
• Proofs, edits, and creates a variety of documents for department managers and staff including memos, correspondence, accident reports, inventory lists, budget information, surveys, training documentation, PowerPoint presentations, and forms.
• Assists with creating, processing, and maintaining contracts; uses the City's record management software for processing.
• Assists with training staff on various computer software systems.
• Assists with the review and evaluation of Department administrative policies, programs, and projects.
• Assists with developing office procedures and work schedules to insure administrative office coverage at various positions, as necessary.
• Serves as notary public, notarizing Official City Documents in preparation for recording with King County.

• Performs functions as assigned in the City's emergency response plan in the event of an emergency.
• Participates in personnel hiring and training. Sets up interviews, creates and distributes interview materials. Participates in confidential conversations and maintains privacy.
• As part of the department administrative team, serves as back-up to Administrative Assistant when absent or when needed.
• May perform some duties of the Office Specialist as needed.
• Acts as liaison between the Department and other City Departments to ensure efficient coordination of activities.
• Performs other related duties as required to ensure efficient office operations.

• Ability to work in a stressful environment doing several tasks simultaneously.
• Ability to work with constant interruptions.
• Ability to work with diverse, difficult, and upset customers.
• Precise attention to detail. Good organizational skills and ability to continually re-prioritize work.
• General office administration procedures, concepts, and automation applications.
• Basic filing and recordkeeping practices.
• Written business communication/report-writing techniques.
• Database management.
• Basic mathematical computations.
• Customer service and public relations in person, online, and on the phone.
• Problem solving, organization and planning.
• Attention to detail and accuracy.
• Using office equipment such as phones, copiers, fax machines and multi-line telephones.
• Using computers and related software applications, including various permit processing software and databases.
• Effective communications, both orally and in writing.
• Obtain a basic knowledge of Department standards and procedures.
• Work cooperatively and effectively with all levels in the organization, outside consultants/vendors, other agencies, and the general public.
• Use independent and discretionary judgment effectively.
• Ability to work under urgent legal deadlines and assess and prioritize multiple priorities.
• Creates and updates department webpage using online software.
• Creates and updates department online forms, applications, and handouts using our form building software.
• Creates and updates department SharePoint pages.

Minimum Qualifications:

• Education: Associates degree in business administration, organizational management, or related discipline.
• Experience: Two years of increasingly responsible administrative experience.
• Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.

• Must possess and maintain Certified Administrative Professional (CAP) certification or obtain within one year of hire.
• Possess or ability to obtain Notary Public license within 3 months of hire.
• Requires intermediate computer proficiency in Microsoft Office Suite, and ability to utilize permit tracking database application.
• Requires intermediate proficiency of webpage creating and editing software.
• Requires intermediate proficiency of Adobe Acrobat software.

Why Kirkland?