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City of Ketchum · 1 day ago

Administrative Manager of the Planning and Building Department

Ketchum, ID

Full-time

Onsite

Mid, Senior Level

The City of Ketchum is seeking an Administrative Manager for the Planning and Building Department to oversee day-to-day administrative operations. This role involves managing public interactions, processing permits, and ensuring efficient department functionality while providing excellent customer service.

Government Administration

Responsibilities

Manages the processing of land use and building permit applications by coordinating directly with applicants, conducting completeness reviews of application materials, calculating permit fees and invoicing, and ensuring timely review by city staff

Manages the processing of Streets and Facilities Department permits including right-of-way encroachment permits, dig permits, and temporary right-of-way permits

Maintains the comprehensive record of all documents related to the department by maintaining overall master files and the comprehensive information technology system

Archives and organizes all Planning and Building files and records following the City’s and department’s retention procedures

Responsible for data input, management and reporting to the director, city departments, elected and appointed officials, and reporting agencies including Blaine County and the US Census

Manages the public hearing schedule and required materials for the Historic Preservation Commission and Planning and Zoning Commission. Coordinates the public hearing schedule and required materials for department related items on the City Council agenda. Attends Planning and Zoning and Historic Preservation Commission meetings to take minutes, operates audio visual equipment, and provides administrative and technical assistance to the Commissions, staff, and the public

Leads bi-annual Development and Construction meeting with contractors including agenda development, speaker coordination, logistical coordination, and promotion

Leads all process improvements related to planning and building permit processing including annual performance audits, staff consultations, development of improvement plans, and implementation

Assists the Planning and Building Director in composing letters, reports, memos, agendas, application forms, findings of fact and other documents

Manage the Planning and Building Department Director’s calendar including meeting coordination, agenda management, and logisitical planning

Performs special projects for the Planning and Building Director as assigned

Responsible for the timely execution of all public noticing requirements for the department. Including but not limited to preparing and mailing all legal notices, verifying posting and staking of project sites, coordinates directly with legal publications, and prepares Certification of Noticing and Mailings

Performs clerical support and receptionist duties, such as taking incoming telephone callers and visitors, answering general questions, supplying incoming visitors with appropriate paperwork, receives permits and land use applications and maintains office supply inventory

Supports the Planners and Director in various capacities including, but not limited to, researching, evaluating, verifying, and presenting information and data on all projects as requested

Leads the logistical coordination and execution of all open houses and public meetings hosted by the department

May support other City departments in clerical and technical requirements of public meetings for City Council or other City organizations as requested

Investigates alleged zoning violations and assists with enforcement of City codes when required

Prepares a variety of studies, reports and related information for decision making purposes

Works with all various office software daily, including Microsoft Word, Excel, Outlook, and Caselle

Participates as a team member on professional planning and City projects

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time

Qualification

Permit processingData managementPublic meeting coordinationTechnical assistanceMicrosoft OfficeCustomer serviceClerical supportTeam collaboration

Required

Manages the processing of Streets and Facilities Department permits including right-of-way encroachment permits, dig permits, and temporary right-of-way permits

Maintains the comprehensive record of all documents related to the department by maintaining overall master files and the comprehensive information technology system

Archives and organizes all Planning and Building files and records following the City's and department's retention procedures

Responsible for data input, management and reporting to the director, city departments, elected and appointed officials, and reporting agencies including Blaine County and the US Census

Manages the public hearing schedule and required materials for the Historic Preservation Commission and Planning and Zoning Commission

Coordinates the public hearing schedule and required materials for department related items on the City Council agenda

Attends Planning and Zoning and Historic Preservation Commission meetings to take minutes, operates audio visual equipment, and provides administrative and technical assistance to the Commissions, staff, and the public