Planning Sr. Program Coordinator

General Statement of Duties

Do you want to play a part in making a great Pacific Northwest City the most livable, prosperous, and thriving place it can possibly be?

We are seeking a positive, collaborative and inspired individual to join the City of Eugene’s planning team to help turn our community vision into reality. This position plays a key role in office management to keep our team organized and prepared to continue promoting and implementing the community's adopted vision to accommodate future growth while preserving and enhancing what we love about our city.

The successful candidate will enjoy providing excellent customer service to the community, thrive in a team environment, and demonstrate adaptability to a dynamic and fast paced work environment.

This position involves a wide range of work related to office organization and administrative services, with an emphasis on serving as an office manager, helping to keep the Planning Division up to date on procedural requirements, database management, and application tracking. Most aspects of the position will involve working closely with team members and the public, ranging from general administrative tasks to moderating meetings with committees and commissions, and other work to keep the team organized and prepared to further our community vision of a compact, connected, livable Eugene.

Salary Range: $72,321.60 - $90,126.40 Annually
The City of Eugene determines starting pay within the range based on relevant education and experience as provided by the applicant in their application materials. This process is consistent with the Oregon Equal Pay Act (OEPA). You can learn more about our process at our How to Apply page.

Department/Division: Planning and Development
Location: The Atrium, 99 West 10th Avenue, Eugene
Must reside in the state of Oregon and be able to report onsite for work as needed in Eugene, OR to meet business needs.
Schedule: Monday - Friday, 8:00 a.m. - 5:00 p.m. with flexibility per business and the ability to work occasional evening and weekend hours.
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Benefits: The City of Eugene offers robust and competitive benefits. For more info, click the Benefits Tab, or visit this summary page as well as this benefits package page.
Bilingual Pay Benefit: This position qualifies for up to an additional 5% of base salary for bilingual pay. Please see “Supplemental Information” at the end of the posting for more information.

What to Expect from Our Application Process: Please see our How to Apply page for more information on our application process.

Examples of Duties Performed - Duties may include but are not limited to the following

• Provides operations oversight and coordination for the Planning Division's various program areas.
• Monitors and tracks land use applications to ensure that mandatory deadlines and procedures are met.
• Develops and implements administrative and operating procedures and expectations for the Planning Division.
• Evaluates the effectiveness of the processes associated with the Planning Division administrative services, procedures, and organization and recommends adjustments to the program.
• Identifies and resolves administrative and operational issues and problems.
• Provides guidance and oversight for the Planning Division administrative specialist.
• Performs administrative tasks, including but not limited to: application file creation, file management, printing, scanning, routing document and referrals, generating fee sheets for land use applications, updating databases, generates reports, processing fee payments, and other administrative tasks necessary to fulfill business need.
• Prepares, generates, and fulfills land use noticing requirements in accordance with Eugene Code.
• Processes Type I land use applications, including, but not limited to Property Line Adjustment, Unimproved Easement Vacations, Legal Lot Verifications, Lot Validations, and Annexation Determinations.
• Assists Planning Division staff in researching, preparing, and managing division wide and project specific budgets.
• Coordinates with local, state, and federal jurisdictions to meet administrative requirements for reporting and required notices.
• Compiles and tracks Planning Division activity, training, and reporting; develops systems, manuals, and forms for Planning Division administrative services.
• Updates website content, including creating fillable forms for applications to be posted on the website.
• Coordinates accurate and timely dissemination of complex information and essential original applications documents and referrals with other departments and/ or jurisdictions. Primary liaison to the Oregon State Department of Revenue and Secretary of State for processing annexations and meeting state requirements.
• Reads, understands, and explains the administrative requirements of Eugene’s land use code, such noticing requirements, required application materials, and Type I approval criteria.
• Performs research to process Type I land use applications; evaluates applications, generates findings, and prepares decision documentation.
• Prepares periodic program progress reports or application tracking sheets to supervisors.
• Develops and maintains database to track documentation and timelines or other operational issues; establishes complex recordkeeping systems.
• Performs a variety of administrative duties related to program specific groups, such as the Planning Commission, Hearings Official, Envision Eugene Technical Advisory Committee, and Historic Review Board; schedules meetings, moderates meetings, types minutes and disseminates information.

Qualifications

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferrable skills from a variety of sources and experiences. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

When screening your application, the City will consider an equivalent combination of relevant education and experience which provides the applicant with the knowledge, skills, and abilities required to meet minimum qualifications for this position.

MINIMUM QUALIFICATIONS:
Experience:
Four years of progressively responsible paraprofessional experience in the program or operational area or a related field, including at least two years of experience at the paraprofessional journey-level.

Training:
Equivalent to an Associate degree with major course work in the area of assignment, or in public administration, business administration, or a related field.

License or Certificate:
Possession of, or ability to obtain, and maintain an appropriate valid Oregon State driver's license.

The ideal candidate will have the following Knowledge, Skills, Abilities:
Knowledge of:

• Specific paraprofessional knowledge as related to the program or operational area.
• Principles and practices of the assigned program area, including processes, terminology, policies and practices used in the program area, and including knowledge of relevant department, and/or other jurisdiction programs.
• Effective program principles and practices, and strategic planning methods for program area.
• Federal, state, and local laws, codes and rules as applicable to the program area.
• General budgeting practices and procedures as related to the program area, if required.
• Grant acquisition and grant management techniques, if required.
• Contract provisions and processes, if required.
• Data collection procedures, methodology and interpretation.
• Program and project design and development.
• Processes used to develop short and long range goals and objectives.
• Program marketing principles and strategies
• Applicable computerized systems, office practices and procedures, including a variety of standard office equipment.

• Plan, organize and administer a specialized program or operational area; evaluate program direction and assess program impact; coordinate diverse program activities, and provide direction.
• Perform lead worker duties, providing guidance, education, and delegating tasks to the Senior Administrative Specialist.
• Perform program or operation need assessments; evaluate and prioritize needs.
• Evaluate and solve procedural problems impacting the assigned area.
• Interpret relevant federal, state and local laws, codes and other regulations impacting the program or operation.
• Interpret and apply relevant program/department information in making work decisions or in providing information to others; research, explain and enforce codes and other laws, if applicable, including problem resolution.
• Research, collect, review, and interpret data; perform a variety of specialized studies to determine trends and programmatic/operational direction; design reports, and narrative/statistical summary of the review.
• Research and evaluate issues and trends; research potential solutions.
• Keep informed on developments in the program or operational area.
• Perform arithmetic calculations.
• Use a variety of computerized systems to maintain program data and extract reports.
• Describe and interpret specialized program or operation information for a variety of audiences.
• Communicate effectively, both verbally and in writing, with City staff, the general public and other agencies using courtesy, tact and good judgment.
• Work, individually and in a team setting, with a diverse general public, employees and other agencies; develop consensus and make appropriate decision; use appropriate conflict resolution, negotiation and communication skills.
• Perform outreach and marketing activities for the program area; develop educational materials for the program area.
• Develop training, training materials and conduct training sessions.
• Establish and maintain varied and detailed computerized filing and record-keeping systems.
• Plan and organize the work of other employees, volunteers, and/or temporary employees.

Supplemental Information

What to Expect from our Selection Process: Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training. The selection process varies according to the position and can include such things as screening of supplemental questionnaires, written or skill tests, ability or fitness tests, interviews, and assessment processes. In addition, background investigations and records checks may be required. Some positions also require applicants to have a psychological evaluation and/or physical examination and a drug test prior to employment. Marijuana use is evaluated consistent with current state law regulations. PLEASE NOTE: Once the posting closes, the process can take 4-6 weeks to complete.