Process Coordinator III

The Position

The City of Oakland is an equal opportunity employer that values workforce diversity, inclusion, and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the city’s historical roots and the lives of its residents to this day. As public servants in one of the most diverse cities in the nation, we strive to develop employees who understand the harm and impacts of systemic inequity to create lasting, meaningful outcomes for everyone. Oakland strives to establish an environment that embraces the richness of culture, community, and individualism of employees.

Are you looking to make a difference and have an impact on your community? Come join the City of Oakland and become part of a diverse organization dedicated to improving access to Oakland’s permit services! The City of Oakland is currently recruiting to fill two (2) Process Coordinator III vacancies, one (1) in the Department of Transportation and one (1) in the Planning and Building Department.

Why join the City of Oakland Department of Transportation?
The City of Oakland is currently recruiting to fill one Process Coordinator III vacancy in the Department of Transportation (OakDOT) Right-of-Way Management Division. The Right-of-Way Management Division administers Oakland's public space regulations. Our team facilitates third-party improvements and events in the right-of-way and coordinates private infrastructure improvements with City-led capital projects. The engineers, inspectors, and technicians on our team hold expert level command of City standards, specifications, and codes. We work with Oaklanders daily to keep the City growing and thriving.

The Process Coordinator III holds a leadership position within the Right-of-Way Management Division, helping to supervise the permit counter, coordinate permit applications, and advance process improvements.

Why Join the City of Oakland Planning and Building Department?
The City of Oakland is currently recruiting to fill one Process Coordinator III vacancy in the Planning & Building Department. The Process Coordinator III coordinates permit applications for development projects through to completion. They'll serve as liaison between applicants and City staff. The Process Coordinator III investigates and resolves problems as they arise and expedites the design review and permit process. This position may supervise, train, and evaluate assigned staff.

We are looking for someone who is:

• Customer-focused. Youpride yourself on exceptional customer service. You will get a chance to enhance the entire organization by demonstrating a deep commitment to understanding and meeting the needs of our applicants.
• Organized and results-driven. You exhibit strong attention to detail to ensure permit services are accessible, consistent, and effective. You will have the ability to set clear goals and expectations for the team and work collaboratively to achieve them.
• A self-driven team player. You will lead by example and foster a positive and collaborative team environment.
• Adaptable. You adapt to changing situations and environments, with the capability to adapt to changing priorities and business needs to ensure continued success.
• Committed to coaching and managing staff performance. You are committed to providing ongoing coaching and support to team members to help them reach their full potential.
• Able to handle and resolve conflicts. You expertly handle and resolve conflicts that may arise, ensuring positive outcomes for both customers and team members.

What you will typically be responsible for:

• Helping to coordinate the permit counter.
• Coordinating the design and plan review process for permits with City staff and other agencies.
• Assisting staff in the resolution of permit processing problems or complex applications or customer interactions.
• Monitoring permitting operations and performance indicators to advance improvements.
• Troubleshooting problems and quickly implementing effective solutions.
• Responding professionally, effectively, and efficiently to inquiries, complaints, and requests for service from the public and City staff.
• Reviewing existing conditions of buildings and proposed construction work.
• Supervising, training, and evaluating direct reports.

Read the complete job description by clicking this: Process Coordinator III

*Click on the link below to see a video on what it's like to work for the City of Oakland!
Working for the City of Oakland

A few reasons you might love this job:

• Opportunity for Impact: You will make a meaningful impact by leading a team dedicated to delivering exceptional service to Oaklanders. You will directly contribute to enhancing the quality of services provided to Oaklanders, improving their overall experience with government. This position provides a platform to influence and improve interactions with Oakland’s communities.
• Professional Growth: You will have opportunities for professional growth and advancement, allowing individuals to develop their leadership, coaching, and conflict resolution skills. With a supportive work culture and opportunities for ongoing learning and development, you will be able to progress your career within the City of Oakland.
• Dynamic Work Environment: You will be working in a fast-paced and dynamic nature of the job keeps things interesting and engaging. Every day brings new challenges and opportunities to innovate and improve processes, ensuring that the work remains stimulating and rewarding.
• Collaborative Team Environment: You will be a part of a team that fosters a supportive work environment where employees can thrive. You will be a part of a cohesive team that works together towards common goals.
• Commitment to Excellence: You commit to maintaining high standards of public service and operational excellence. You will be a part of a culture that values continuous improvement, encouraging innovative thinking, and the adoption of best practices.

A few challenges you might face in this job:

• Meeting High Customer Expectations : You will need to ensure customer satisfaction while managing diverse needs and familiarity with the City's permitting operations and timelines.
• Handling Difficult Customers : You will be managing frustrated customers to resolve issues and continue to foster positive relationships.
• Resource Constraints : You will be managing with limited resources, including staffing levels, to deliver quality service and meet demand.
• Adapting to Change and Maintaining Quality : You will be navigating changes in our record management technology (Accela), policies, and processes while ensuring consistent, high-quality service delivery at both the permit counter and online permit center.

Competencies Required:

• Decision Making: Choosing optimal courses of action in a timely manner
• Legal & Regulatory Navigation: Understanding, interpreting, and ensuring compliance with laws and regulations
• Professional & Technical Expertise: Applying technical subject matter expertise to the job
• Adaptability: Responding positively to change and modifying behavior as the situation requires
• Attention to Detail: Focusing on the details of work content, work steps, and final work products
• Handling Stress: Maintaining emotional stability and self-control under pressure, challenge, or adversity
• Customer Focus: Attending to the needs and expectations of customers
• Handling & Resolving Conflict: Managing interpersonally strained situations
• Coaching & Developing Others: Supporting others in stretching and expanding their capabilities
• Managing Performance: Ensuring superior individual and group performance
• Business Process Analysis: Defining, assessing, and improving operational processes and workflow

Minimum Requirements for Application

This recruitment will produce two eligible lists. The restricted list will be for full-time, permanent part-time, or part-time City and Port of Oakland employees who meet the minimum qualifications. The open list will be for all other applicants who meet the minimum qualifications.

Any combination of education and experience that is equivalent to the following minimum qualifications is acceptable.

Education:

An Associate's Degree from an accredited college or university in a technical field related to building or urban planning. A Bachelor's Degree in planning or a construction related field is highly desirable.

Experience:
Four years of progressively responsible experience in permit processing, building inspections or building plan review and design including the interpretation of building codes and zoning ordinances.

Desirable Qualifications:

• Previous lead experience in a managerial or supervisory role in a public sector environment

Supplemental Information

The Recruitment Process:

The City of Oakland works with a Civil Service system. Applicants apply online, and HR staff reviews their experience, education, and training listed on the application against the “minimum qualifications” listed for each position.

Candidates who demonstrate that they meet the minimum qualification requirements are then invited to participate in an assessment process (or testing) to measure their knowledge, skills, and abilities in job-related areas.

Candidates who do not demonstrate that they meet the minimum qualification requirements will have an opportunity to request a final review. Candidates must request a final review within 5 business days of being notified that they did not meet the minimum qualifications.
In the final review, candidates may clarify information already provided on their application. No additional work history, education, or certifications will be accepted. Any decisions made during this review process will be final.

For this recruitment, all qualified applicants will be sent a writing exercise, which will then be evaluated and rated by subject matter experts. The tentative date that the writing exercise will be sent to you for completion is late July.

For some recruitments, more than one type of assessment may be used. Depending on the number of candidates who pass the first assessment (multiple-choice test, structured interview, writing exercise, performance exam) you may be asked to complete a secondary assessment before the recruitment is finalized. If a secondary assessment is scheduled, you will be notified by email with specific details. If a secondary assessment is not scheduled, department hiring interviews will occur during this time frame.

Candidates who pass each stage in the process will be placed on an eligible list. Some candidates may receive extra points, for example, if you are a Veteran with an honorable discharge, or if you are a current City of Oakland resident. If you’re applying to a “restricted” posting and you are eligible as a current City employee, you may also receive additional points for your City service. Extra points are only applied to passing scores, so if you do not pass every element of the testing process, you cannot use extra points to pass.

The City of Oakland reserves the right to modify the selection process and date of examination as necessary to conform to administrative or business necessity. The information contained in this announcement is subject to change and does not constitute either an expressed or implied contract.

What’s in it for you?

• Work/Life Balance: 37.5 hour work weeks, and a flexible/hybrid remote schedule
• 15 paid holidays
• Vacation: 2 weeks per year minimum with the ability to accrue more depending on public sector years of service
• Retirement: CalPERS (California Public Employees’ Retirement System) with a pension formula of 2.5% @ 55 (for Classic CalPERS members) and 2% @ 62 for new CalPERS members. Classic Employees contribute 8% of pre-tax wages. The City of Oakland does not participate in Social Security
• Health: The City of Oakland pays the full cost of employee and eligible dependent coverage at the Kaiser rate. Other plans include Anthem, Blue Shield, United Health Care, and other HMO and PPO plans
• Dental: Delta Dental full premium for employees and eligible dependents
• Vision: VSP full premium for employees and eligible dependents
• Sick leave: Employees accrue 12 days per year
• Deferred Compensation: 457(b) pre-tax plan and an after-tax ROTH 401(k)plan
• Other benefits include a Flexible Spending Account, Wellness Program, Employee Assistance Program, Tuition Reimbursement, Life Insurance up to $200k & Employee Training.

Applicants are required to submit criminal history information upon request after receiving a conditional offer of employment. If the requested information is not furnished in a timely manner, applicants will not qualify for further consideration and will be removed from the eligible list.

Disaster Service Workers
All employees are designated Disaster Service Workers through state and local law. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency.

How to Apply
Apply prior to the closing time of the job announcement and allow at least two to three hours to submit your application if you are a new user of the system. APPLICATIONS ARE ACCEPTED ONLINE ONLY. You may apply and view current openings by visiting our employment opportunities webpage at:
http://agency.governmentjobs.com/oaklandca/default.cfm.

If you do not have access to a computer, there are computer stations available at any City of Oakland Public Library. There are also workstations at the Human Resources Management Department, 150 Frank H. Ogawa Plaza, 2nd Floor, Oakland, CA 94612. Workstations are available during regular business hours (normally 9:00 a.m. to 5:00 p.m.).

Our online application system is provided by GovernmentJobs. If you have problems while applying online, please contact GovernmentJobs Live Applicant Support at (855) 524-5627 between 6:00 AM and 5:00 PM Pacific Time, Monday - Friday. You may also call the City of Oakland Human Resources Management Department during regular business hours at (510) 238-3112 for information; however, we are unable to provide technical support for the online application system. For recruitment-specific questions, please contact Briana Wong, HR Analyst at bwong@oaklandca.gov.

The City of Oakland is committed to the wellbeing of its employees and offers comprehensive health and wellness services along with an array of other benefits for most positions. Benefits may include*:

• CalPERS Medical
• Dental
• Vision
• Medical Waiver Plan - Cash-In-Lieu
• Flexible Spending Accounts
• Commuter Benefits
• Group & Supplemental Life Insurance
• Employee Assistance Program (EAP)
• Guaranteed Ride Home (GRH)
• Pension Benefits
• Deferred Compensation

* Specific benefits may vary depending on the assignedspecific bargaining unit. Information regarding most benefits can be reviewed here: Employee Benefits Information Current MOUs may be reviewed here: City of Oakland Labor Agreements

Closing Date/Time: 7/10/2024 11:59 PM Pacific

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Oakland, California United States View Map