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HomeMy WebLinkAbout#17 - Planner Promotion and Planning Assistant Job PostingSTAFF REPORT DATE: May 21, 2024 CONSENT AGENDA ITEM: Approve City Planner promotion and approve Planning Assistant job description and authorize posting. SUBMITTED BY: Karissa Goers, Administrative Services Director REVIEWED BY: Jason Stopa, Community Development Director BACKGROUND: We were not successful in hiring a Senior Planner for the Community Development department. The Community Development Director would like to reorganize the department in order to support current staff with a career path and encourage retention with the City. In lieu of hiring a senior planner, we would like to promote the current planning assistant to a city planner and hire a planning assistant. This would allow the department to grow from the bottom up, with staff being trained and learning the City’s procedures. This change would enhance the Community Development department and could be a strategic solution to succession planning. ISSUE BEFORE COUNCIL: Should the Council promote Ashley Monterusso to City Planner, approve the Planning Assistant job description and advertise to fill the Planning Assistant position? PROPOSAL DETAILS/ANALYSIS: Ashley was hired as the Planning Assistant in October 2023. She has her master’s degree in Urban and Regional Planning and worked for the University of Wisconsin for 1.5 years as a coordinator working on sustainability projects. She hit the ground running at Lake Elmo and has been assisting the City Planner with plan reviews and other projects. FISCAL IMPACT: This position has been included in the 2024 budget. OPTIONS: 1) Approve the promotion of Ashley Monterusso and post for the Planning Assistant. 2) Do not promote Ashley Monterusso. 3) Do not update job description or advertise for Planning Assistant. RECOMMENDATION: If removed from the consent agenda: “Motion to promote Ashley Monterusso to City Planner” “Motion to authorize job description and advertise the position of Planning Assistant.” ATTACHMENTS: • Planning Assistant Job Description • Planning Assistant Job Posting The City of Lake Elmo offers competitive pay and benefits in addition to professional development opportunities to all employees. The city’s number one value statement is to foster an environment based on trust and ethics. These philosophies and practices help the City in recruiting and retaining exceptional employees. Accepting Applications for the Position of: PLANNING ASSISTANT ANTICIAPATED HIRING PAY RANGE: $24.16-28.01/hour OPENING DATE: CLOSING DATE: 05/22/2024 Open until filled, with first review of applications taking place 06/04/2024 POSITION TITLE: Planning Assistant DEPARTMENT: Community Development ACCOUNTABLE TO: Community Development Director FLSA STATUS: Non-exempt Position Details: Under limited supervision, this position performs intermediate work interpreting and enforcing municipal and zoning codes. This position responds to concerns and complaints regarding property maintenance, nuisances, junk/debris, vehicles, zoning, encroachment, etc. This position conducts zoning plan review for issuing building permits and assists with boards and commissions staffed by the department of community development. This performs under the general supervision of the Community Development Director. Essential Duties and Responsibilities: Code Enforcement: •Perform property investigations and inspections of possible municipal and zoning code violations. •Maintain accurate records of inspections, follow-up actions, and compliance, and maintains a database for tracking code enforcement cases. •Prepare a variety of correspondence and mailings regarding planning and zoning issues. •Respond to inquiries and complaints regarding municipal code, zoning code, property maintenance, and related matters. •Develop and maintain accurate code violation cases for public hearings and court proceedings, appearing at hearings as necessary, and coordinating with City prosecutor when appropriate. •Coordinates with Washington County Sheriff’s Office on inspections and code enforcement cases. Planning and Building: •Assist in zoning administration duties including reviewing building site plans, fence, pools, impervious surface requirements, setbacks, signs, etc. •Serve as backup to Permit Technician and assist in scheduling, permitting and building inspection administration. •Assist in the review and administration of applications. •Respond to inquiries and concerns regarding the City’s planning and zoning operations and applicable codes in-person or via phone and email. •Assist in the review of building site plans and zoning permits and requirements for compliance. •Assist boards and commissions by managing agendas and deadlines. Administrative Duties: •Provides information and education to interested parties regarding code requirements, options and remedies. •Keeps current with information on property maintenance and code compliance inspection practices. •Interprets and applies City enforcement policies and ordinances as approved by the City Council. •Identifies changes and relevant potential amendments to municipal code. •Contributes to reviewing, developing, and modifying code compliance strategies, policies, and procedures. •Participate in the formation of departmental long range and strategic plans. Competencies Common to All City Positions: •Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable City policies and procedures. •Demonstration by personal example the spirit of service, excellence, and integrity expected from all staff. •Develop respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible. •Confer regularly with and keep immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities. •Represent the City of Lake Elmo in a professional manner to the public, outside contacts and constituencies. While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the City. Position Requirements Knowledge, Skills and Abilities: •Demonstrates ability to prioritize tasks, solve problems and meet deadlines. •Interface with other City, County and State Government entities and other jurisdictions when required. •Excellent customer service and problem-solving skills. •Knowledge of or ability to learn city ordinances, policies, and procedures related to code enforcement, planning, zoning and development regulations. •Knowledge of or ability to learn principles and practices of land use and city planning. •Ability to maintain composure under pressure, as well as in difficult or tense situations. •Ability to learn to use a variety of software applications applicable to land use planning. •Ability to read, analyze and clearly interpret professional publications, technical manuals, and land use planning and zoning regulations to communicate these to nonexperts in understandable terms. •Ability to manage multiple tasks and meet deadlines. •Prepare clear and concise written reports and materials for presentations. •Assist in interpreting planning and zoning activities to commissions, boards, developers and the public. •Communicate clearly and concisely, both orally and in writing. Physical and Mental Requirements: Work is performed in both office and field settings. Some of the employee’s time is spent in field inspection associated with code enforcement and development cases. Sufficient mobility is necessary to navigate natural terrain and construction sites. Visual acuity sufficient to evaluate field conditions, plans and drawings is necessary. Specific vision abilities required by this job include close vision, distance, vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of office equipment. While performing duties of this job, the employee is required to sit, stand, walk, talk and hear, use hands to finger, handle, feel and operate objects, tools or controls. This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects. Working Conditions: While performing duties of this job, the employee is required to sit, stand, walk, talk and hear, use hands to finger, handle, feel and operate objects, tools or controls. The employee must occasionally lift and/or move 20 pounds. Work is performed in a field environment involving working inside and outside of vehicles and in confined spaces. Seasonal conditions can include excessive heat or cold. Conditions can include working in wet, muddy, slippery or dusty and windy conditions. **The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions. Minimum Qualifications: Education: High School Diploma/GED Requirements: ●Capability in word processing, and other applicable computer software ●Able to use GIS mapping software. ●Capability in creating and using spreadsheets to collect, track, and analyze information. ●Knowledge of basic land use principles ●Ability to interpret rules, procedures, and/or laws ●Experience working with the public ●Demonstrable experience with problem solving and research ●Valid Driver’s License Preferred Qualifications: ●Minimal work experience or formal training in code enforcement, municipal codes and/or zoning codes. ● Demonstrable experience applying regulations and achieving compliance ● Experience working with the public in the public sector ● Fully capable in GIS mapping software ● American Association of Code Enforcement Certification OPEN UNTIL FILLED WITH FIRST REVIEW OF APPLICATIONS TAKING PLACE 06/04/2024 SEND COMPLETED APPLICATION TO: CITY OF LAKE ELMO ATTN: KARISSA GOERS, ADMINISTRATIVE SERVICES DIRECTOR 3880 LAVERNE AVENUE NORTH, LAKE ELMO, MN 55042 OR KGOERS@LAKEELMO.ORG A CITY EMPLOYMENT APPLICATION CAN BE FOUND AT WWW.LAKEELMO.ORG CITY OF LAKE ELMO IS AN EQUAL OPPORTUNITY EMPLOYER City of Lake Elmo Planning Assistant Job Title: Planning Assistant Department: Community Development Status: Full-time regular position Benefits: Qualifies for full-time benefits Reporting Relationship: Reports to Community Development Director Supervisory Duties: This position has no supervisory responsibilities. Position Details: Under limited supervision, this position performs intermediate work interpreting and enforcing municipal and zoning codes. This position responds to concerns and complaints regarding property maintenance, nuisances, junk/debris, vehicles, zoning, encroachment, etc. This position conducts zoning plan review for issuing building permits and assists with boards and commissions staffed by the department of community development. This position performs under the general supervision of the Community Development Director. Essential Duties and Responsibilities: Code Enforcement: • Perform property investigations and inspections of possible municipal and zoning code violations. • Maintain accurate records of inspections, follow-up actions, and compliance, and maintains a database for tracking code enforcement cases. • Prepare a variety of correspondence and mailings regarding planning and zoning issues. • Respond to inquiries and complaints regarding municipal code, zoning code, property maintenance, and related matters. • Develop and maintain accurate code violation cases for public hearings and court proceedings, appearing at hearings as necessary, and coordinating with City prosecutor when appropriate. • Coordinates with Washington County Sheriff’s Office on inspections and code enforcement cases. Planning and Building: • Assist in zoning administration duties including reviewing building site plans, fence, pools, impervious surface requirements, setbacks, signs, etc. • Serve as backup to Permit Technician and assist in scheduling, permitting and building inspection administration. • Assist in the review and administration of applications. • Respond to inquiries and concerns regarding the City’s planning and zoning operations and applicable codes in-person or via phone and email. • Assist in the review of building site plans and zoning permits and requirements for compliance. • Assist boards and commissions by managing agendas and deadlines. Administrative Duties: • Provides information and education to interested parties regarding code requirements, options and remedies. • Keeps current with information on property maintenance and code compliance inspection practices. • Interprets and applies City enforcement policies and ordinances as approved by the City Council. • Identifies changes and relevant potential amendments to municipal code. • Contributes to reviewing, developing, and modifying code compliance strategies, policies, and procedures. • Participate in the formation of departmental long range and strategic plans. Competencies Common to All City Positions: • Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable City policies and procedures. • Demonstration by personal example the spirit of service, excellence, and integrity expected from all staff. • Develop respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible. • Confer regularly with and keep immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities. • Represent the City of Lake Elmo in a professional manner to the public, outside contacts and constituencies. While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the City. Position Requirements Knowledge, Skills and Abilities: • Demonstrates ability to prioritize tasks, solve problems and meet deadlines. • Interface with other City, County and State Government entities and other jurisdictions when required. • Excellent customer service and problem-solving skills. • Knowledge of or ability to learn city ordinances, policies, and procedures related to code enforcement, planning, zoning and development regulations. • Knowledge of or ability to learn principles and practices of land use and city planning. • Ability to maintain composure under pressure, as well as in difficult or tense situations. • Ability to learn to use a variety of software applications applicable to land use planning. • Ability to read, analyze and clearly interpret professional publications, technical manuals, and land use planning and zoning regulations to communicate these to nonexperts in understandable terms. • Ability to manage multiple tasks and meet deadlines. • Prepare clear and concise written reports and materials for presentations. • Assist in interpreting planning and zoning activities to commissions, boards, developers and the public. • Communicate clearly and concisely, both orally and in writing. Physical and Mental Requirements: Work is performed in both office and field settings. Some of the employee’s time is spent in field inspection associated with code enforcement and development cases. Sufficient mobility is necessary to navigate natural terrain and construction sites. Visual acuity sufficient to evaluate field conditions, plans and drawings is necessary. Specific vision abilities required by this job include close vision, distance, vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of office equipment. While performing duties of this job, the employee is required to sit, stand, walk, talk and hear, use hands to finger, handle, feel and operate objects, tools or controls. This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects. Working Conditions: While performing duties of this job, the employee is required to sit, stand, walk, talk and hear, use hands to finger, handle, feel and operate objects, tools or controls. The employee must occasionally lift and/or move 20 pounds. Work is performed in a field environment involving working inside and outside of vehicles and in confined spaces. Seasonal conditions can include excessive heat or cold. Conditions can include working in wet, muddy, slippery or dusty and windy conditions. **The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions. Minimum Qualifications: Education: High School Diploma/GED Requirements: ● Capability in word processing, and other applicable computer software ● Able to use GIS mapping software. ● Capability in creating and using spreadsheets to collect, track, and analyze information. ● Knowledge of basic land use principles ● Ability to interpret rules, procedures, and/or laws ● Experience working with the public ● Demonstrable experience with problem solving and research ● Valid Driver’s License Preferred Qualifications: ▪ Minimal work experience or formal training in code enforcement, municipal codes and/or zoning codes. ▪ Demonstrable experience applying regulations and achieving compliance ▪ Experience working with the public in the public sector ▪ Fully capable in GIS mapping software ▪ American Association of Code Enforcement Certification **The work environment characteristics described here are representative to those an employee encounters while performing essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions. Revised – May 2024 Employee Acknowledgement I have read and understand the job requirements, essential functions, working conditions, responsibilities, and expectations set forth in the job description provided. I attest that I can perform the essential job functions as outlined with or without any reasonable accommodations. Employee Signature Date Employee Name: ____________________________________________________________