Description

Westerville is a vibrant city of more than 40,000 residents and a leader in job creation in the region. The community boasts 41 parks and a recently expanded, state-of-the-art, indoor recreation facility. Westerville is also home to a historic Uptown, which has recently secured an APA Ohio Great Place in Ohio award. If this sounds like a community you want to be a part of, apply now! 

Under the general supervision of the Chief or Assistant Chief Building Official, the Plans Coordinator serves as the product team lead and technical resource for stakeholders involved in the City’s permitting processes; compiles business requirements and evaluates system requirements; provide training and documentation toe end users on best practices and compliance with City guidelines.

Requirements

ESSENTIAL FUNCTIONS OF WORK
Serve as the product team lead and technical resource for stakeholders involved in the City’s permitting processes; identify, articulate, and facilitate business process and systems changes related to document digitization and document-driven business processes and workflows; provide end-user support and training to employees; work with subject matter experts to gather business requirements and translate them into application functional and technical requirements.

Compile business requirements and evaluate system requirements; conduct process improvement analysis and implementation; consult with each division to ensure adherence to business processes and best practices; establish approval workflows, define content ownership, and set content review cycles; resolve document quality issues with content owners.

Fulfill requests from stakeholders regarding document input, review, update, and deletion activities; serve as the point of contact for resolving document handling exceptions; identify gaps in documents and content with content owners to ensure accuracy; proactively identify opportunities to improve workflow and processes.

Provide training and documentation to end users on best practices and compliance with City guidelines and standards; liaise with IT to ensure user permission rights and roles are properly assigned and comply with security policies; ensure releases and updates to the system are functionally validated and communicated to stakeholders.

Participate in business process improvement teams; coordinate teams to meet customer service expectations of internal and external customers; coordinate a unified City response to plan submittals to external project contacts; manage the movement of construction documents from the plan review software system to a document storage software system once a project is closed out.

Meet all job safety requirements and all applicable safety standards that pertain to essential functions; must demonstrate regular and predictable attendance; maintain required licenses and/or certifications.

Performs other duties as assigned.

EQUIPMENT OPERATED: The following are examples only and are not intended to be all inclusive:

Calculator, computer, computer software (e.g., Microsoft Office, Adobe, and other applicable computer software programs), mobile phone, copier, scanner, telephone, postage machine, and other standard modern business office equipment, motor vehicle.

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT:

Has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.); has contact with potentially violent or emotionally distraught persons; this is considered sedentary work and the employee must demonstrate the ability to perform the physical demands required of the position in accordance with the U.S. Department of Labor’s physical demands strength ratings.

In cases of emergency, unpredictable situations, and/or department needs, may be required to lift, push, pull, and/or carry objects heavier than D.O.L. strength ratings recommend.

MINIMUM REQUIREMENTS OF WORK
Completion of secondary education or equivalent (high school diploma or GED); possession of a bachelor’s degree in geographic information systems, city and regional planning, public administration, construction technology, construction sciences, or a related field preferred.

Over two (2) years of relevant experience.

An International Code Council Permit Technician Certificate preferred.

Must possess and maintain a valid State of Ohio driver’s license and must remain insurable under the City’s vehicle insurance policy.

Any combination of education, training, and/or experience equivalent to the minimum qualifications stated above.

KNOWLEDGE, SKILLS, AND ABILITIES:(*Indicates developed after employment)

KNOWLEDGE OF: ECM (Enterprise Content Management.); project management tools, principles and practices, fiscal and budgetary principles; business process analysis; city goals and objectives*; city policies and procedures*.

SKILL IN: use of modern office equipment and software; computer operation; motor vehicle operation; critical thinking, judgment, and decision making.

ABILITY TO: analyze problems, identify alternative solutions, project consequences of proposed actions Ability to work accurately and efficiently; able to organize and work independently in an environment of frequent interruptions; plan projects effectively, manage their timely implementation and effectively use the agency’s other management tools, meet schedules and timelines; demonstrate excellent ability to work independently with little direction; engage a wide variety of people with a high level of professionalism, and courtesy, including culturally, socially and economically diverse populations, seniors, persons with disabilities, contractors, and professional colleagues; utilize computers, printers, office technologies, standard office equipment, office productivity and collaboration software; assess on-line information and manage digital files; demonstrate professionalism; apply management principles to solve agency problems*.