OFFICE SUPPORT ASSISTANT - DCD

OVERVIEW

The primary function of this position is to provide a high level of customer service while greeting and triaging customers visiting the Department of Community Development Lobby, reviewing imaged records for quality control and sensitive information, preparing permits for issuance, routing customer inquiries, and assisting with the department’s public records requests and records management program.

The position tasks include opening and closing (Monday - Friday 9a-12p) the lobby, cleaning/tidying the lobby, greeting customers, checking customers in to see department staff, routing information of general inquiries through Dynamics 365, scheduling both virtual and in person meetings through Microsoft Bookings, receipting payments, requesting inspections and preparing permits through SMARTGov, facilitating the delivery and pick of the department mail, reviewing imaged permits, and assisting with the production of records to the public, and other records and data clean-up projects.

This position also participates in cross training efforts with all department Office Assistant staff performing other duties of similar nature in preparation for coverage, duty rotation, and perform those duties as trained on departmental essential services during absences or increased workload.

Interviews are tentatively scheduled for the week of August 12th.

KITSAP COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT (DCD)

Kitsap County DCD has earned national awards for the permitting system, public disclosure request system, and risk check program. It has received two Governor's Awards for comprehensive planning efforts and is recognized for its natural resources program by federal and state agencies as the "go to organization" for Puget Sound restoration efforts. The department has very engaged employees dedicated to delivering effective and efficient services to the citizens of Kitsap County. Nearly all employees are Lean Six Sigma trained and have development plans that encourage career growth at all levels. Please learn more about the department at our website .

QUALIFICATIONS FOR PERFORMANCE OF THE ESSENTIAL FUNCTIONS

REQUIRED EDUCATION AND EXPERIENCE:

• High School Diploma or GED; AND
• One year of progressively responsible clerical/office support experience including providing customer service, in-person and by telephone, with the public; word processing and data entry experience; OR
• Any equivalent combination of experience and education that provides the applicant with the desired knowledge, skills and ability required to perform the work.
• One year of related coursework from a college, university or business school recognized by the US Department of Education, which may be substituted for the one year of experience.

PREFERRED EDUCATION, EXPERIENCE, OR QUALIFICATIONS:

• Previous experience working with Adobe Acrobat Professional and Microsoft Office Suite Products, including Outlook, Word, Excel, SharePoint, Visio.
• Accurate keyboarding at a minimum of 45 w.p.m.
• Previous experience with data entry.
• Previous customer service experience with the public.
• Previous experience working with or for a local government agency.

If you use education to meet the requirements for the position, a copy of your official transcripts must be submitted prior to your first day of employment.

Criminal Conviction Standards:

• The successful incumbent will or may have access to a secured/confidential facility or computer system(s). As a result, Kitsap County will be conducting an extensive criminal background check by law enforcement agencies, which may include fingerprinting.
  • Please review the following list of disqualifying crimes and negative actions to determine if you meet our standard for this position: https://www.dshs.wa.gov/ffa/disqualifying-list-crimes-and-negative-actions

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT
(The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Kitsap County provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.)

Work is performed primarily in an office environment and positions in this class typically require:

• Walking, bending, stooping and twisting.
• Reaching above and/or below shoulders.
• Handling/grasping documents for equipment.
• Sitting and/or standing for short or extended periods of time.
• Clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately in-person, on the telephone, or using other electronic media.
• Adequate hearing sufficient to communicate effectively and respond appropriately in person and/or on the telephone.
• Vision sufficient to drive a vehicle during daylight and nighttime hours, read source materials, plans and drawings, to read computer and similar screens and see detail or color.
• Repetitive motions for computer/tool/equipment use.
• Requires exertion of force of 30 pounds occasionally, 20 pounds frequently, and/or 10 pounds continuously to lift/carry/move objects, files/documents, and field equipment necessary to conduct inspections.
• Ability to work in an open office environment.

ILLUSTRATIVE EXAMPLE OF DUTIES

In this role, you will have the opportunity to:

Performs varied basic and routine support tasks throughout the department; including but not limited to:

• Acts as administrative liaison in department or county-wide meetings; including but not limited to facilitating, actively participating, taking notes, creating and distributing meeting minutes and agendas, sharing meeting information with other team members.
• Greeting and checking-in visitors in lobby
• Responding, researching, and producing records for Public Records Requests
• Scheduling inspections and coordinating pre-construction meetings
• Preparing and issuing approved permits
• Processing reactivation and extension request on permits
• Ensuring scheduled final inspections are ready for final through review of documentation in SMARTGov software
• Processing and preparing address signs
• Closing expired and finaled permits in SMARTGov software
• Answering customer inquiries in-person, via phone, or via email/CRM software
• Facilitating customer inquiry distribution to internal staff and document their response via CRM software
• Ensuring responsible workspaces are tidy and properly stocked with materials or supplies
• Receiving and receipting payments in compliance with department policies and procedures
• Distributing mail and sending physical mail

Assists internal staff with administrative support; including but not limited to:

• Scheduling
• Filing
• Processing postcard notifications
• Updating policies and procedures
• Distributing public notices
• Processing and recording documents
• Preparing hearing examiner record with guidance from the Clerk to the Hearing Examiner Clerk
• Facilitating hybrid public meetings with guidance from the Clerk to the Hearing Examiner and Planning Commission
• Assists with administrative support of other programs or projects, related to records management, process improvement, outreach, SharePoint, SMARTGov, etc.

OTHER POSITION RELATED INFORMATION

• Who May Apply: This position is open to the general public. Applications will be screened for qualifications and completion of all the required materials and forms. The most competitive applicants may be contacted for further steps in the selection process, which may include testing for office and computer skills.
• This position is classified as eligible for overtime under the Fair Labor Standards Act (FLSA)
• This position is covered under a collective bargaining agreement with AFSCME Local 1308 ( https://www.kitsapgov.com/hr/Pages/Collective-Bargaining-Agreements.aspx ) and the Kitsap County Personnel Manual ( https://www.kitsapgov.com/hr/Pages/Personnel-Manual-2019.aspx ). Internal applicants should be aware that a change in union status or bargaining unit may impact your benefits and accruals. Please contact Human Resources if you have questions. Employees joining the union will be required to pay union dues through payroll deduction. Membership in the union is optional.
• Kitsap County is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact our Human Resources Office.
• This recruitment is being used to fill an existing open position and may be used to fill future openings for up to six (6) months.
• Work hours for this position are Monday - Friday, 8 a.m. - 4:30 p.m.
• Interviews are tentatively scheduled for the week of August 12th.

At Kitsap County, we strive to take care of our team! Our employees are the greatest asset of Kitsap County, and we take pride in offering a highly competitive compensation and benefits package to all eligible employees.

County Paid Benefits Include:
Medical - Kaiser Permanente (HMO) or Aetna (PPO)
Dental -Delta Dental or Willamette
Vision - VSP
Flexible Spending Accounts (FSA)
Life Insurance - Basic, Accidental Death and Dismemberment (AD&D), Voluntary Term Life Insurance (VTL)
MetLife Long Term Disability
Voya Voluntary Insurance
Transportation incentives
Employee Assistance Program
Travel Assistance Program
Wellness program https://spf.kitsapgov.com/hr/Pages/Wellness.aspx
Benefits become effective on the first calendar day of the month following the month in which the employee is hired except if the employee's hire date is the first calendar day of the month, benefits begin on the day of hire. More information about employee benefits is available on the county's website at: https://spf.kitsapgov.com/hr/Pages/Benefits.aspx or the Kitsap County Digital Benefits Guide .

*Voluntary benefit options also available at the employee's expense

Retirement:
Employees are covered under the PERS retirement plan provided through the Washington State Department of Retirement Systems and Social Security.

Deferred Compensation (IRS Plan 457b): tax-deferred savings program

Holidays
11 paid holidays and 2 additional floating holiday per year

Vacation Leave
New employees are credited with 48 hours of annual leave upon hire and will be begin accruing at the rate of 8 hours per month starting on their 7th month of employment. Employees may carry over 360 hours from one calendar year to the next. Annual leave accrual will increase upon tenure, as follows:

Upon completion of 3 years: 15 days per year (10.00 hours per month)
Upon completion of 5 years: 20 days per year (13.33 hours per month)
Upon completion of 10 years: 25 days per year (16.67 hours per month)
Sick Leave
All new hires will be credited with 48 hours of sick leave upon hire and will begin accruing at the rate of 8 hours per month starting on their 7th month of employment. Employees may carry over 1200 hours from one calendar year to the next.

***Part-time employees benefit contributions and leave accruals will beprorated***

Additional compensation that you may be eligible for:
Shift differential
Overtime
Stand by pay
Call-back pay

Current County Employees
If you are transferring or promoting into this position you are responsible for reviewing these benefit changes; prior to accepting a position. In addition, it is your responsibility to notify the Auditor's Payroll Division of a change in union status.

Union Membership
This position is covered under AFSCME Local 1308 Courthouse Employees collective bargaining agreement. To view the bargaining agreement please visit our website: https://www.kitsapgov.com/hr/Pages/Collective-Bargaining-Agreements.aspx

NOTE: This is a general overview of the benefits offered through employment with Kitsap County, and every effort has been made to ensure its accuracy. If any information on this document conflicts or is incorrect with the provisions of the Personnel Manual, applicable laws, policies, rules or official plan documents they will prevail. The Personnel Manual is available at: https://www.kitsapgov.com/hr/Pages/Personnel-Manual-2019.aspx

Closing Date/Time: 7/28/2024 11:59 PM Pacific

Port Orchard, Washington United States View Map