Administrative Coordinator - City of Ketchum

Essential Functions

• Facilitates the processing of land use and building permit applications by conducting completeness review, calculating permit fees, and creating invoices; 
• May conduct permit technician duties outlined above for Street and Facilities Department or other departments as directed; 
• Maintains the comprehensive electronic copy record of all documents and plan files related to the department by numbering permits, inputting all information into the computer, and maintaining overall master files; 
• Archives and organizes all Planning and Building files and records following the City’s and department records retention procedures; 
• Prepares and updates department long range agenda, Land Use Application Report, and all other department reports and tracking documents on a weekly and monthly basis; 
• Composes, updates, prepares, and posts all Planning and Zoning Commission and Historic Preservation Commission agendas and distributes to Commissioners in a timely manner; 
• Prepares and composes letters, reports, memos, agendas, application forms, documents, form letters, hearing notices, findings of fact and other documents as assigned; 
• 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; 
• Responsible for preparing and mailing all legal notices, verifying posting and staking of project sites, as required 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; 
• Assists members of the community through City land use and development permitting requirements; 
• Completes bookkeeping functions and remits bills for payment; 
• Supports the Planners and Director in various capacities including, but not limited to, researching, evaluating, verifying, and presenting background 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; 
• Follows up on permits with time limits and conditional approvals on various types of applications; 
• 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.   

Requirements

• Ability to communicate with the public and governmental officials; 
• Excellent customer relation and teamwork skills; 
• Ability to work independently and self-initiate workflows; 
• Strong project management skills and ability to prioritize tasks in a fast-paced environment; 
• Working knowledge of modern office practices and procedures; grammar, punctuation, English, etc.; 
• Experience and proficiency with various computer programs. 

Acceptable Experience and Training

• High school graduate or equivalent; 
• Bachelor’s degree strongly preferred and can substitute for years of experience;
• Three (3) years’ experience as an office manager/administrative assistant or comparable background/education with emphasis on the above duties;
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the duties of this job. 

Licenses and Other Requirements

• Public notary certification optional; 
• Valid Idaho driver’s license and safe driving record; 
• Applicants must be able to pass a background check. 

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