SUMMARY:

The Development Services Coordinator serves as the central point of contact for private development projects from initial inquiry through project closeout. This position provides front-line customer service to residents, developers, engineers, and contractors while coordinating the technical review, permitting, and construction processes across multiple City departments. Responsibilities include managing plan intake and tracking through eTrakit, facilitating pre-construction meetings, coordinating construction revisions and final inspections, maintaining project records in GIS systems, and ensuring consistent communication and compliance throughout all phases of development.

LEVELS OF RESPONSIBILITY:

Supervision Level: This position works under general supervision, passing on inquiries to other staff when appropriate.

Staff Supervised: n/a

Assets: Computer and desk phone

Safety: n/a

Security: n/a

Technology: Tyler Technologies Munis, Naviline, “ESRI” GIS, Bluebeam Revu, DocuSign, Civic Plus, Central Square Trakit, Acrobat Pro, Microsoft Office 365 (Outlook, One Note, Teams, Word, Excel, Power Point), Executime, Bamboo HR Management and Miro collaboration workspace.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Reporting relationships, work assignments, and work schedules may be subject to change in order to meet City needs or operational requirements. In-person attendance at work and the ability to deal courteously and diplomatically with the public, supervisors, co-workers and other departments and organizations are essential elements of this position. Other duties may be assigned.

Core Responsibilities (Both Positions)

• Front-End Coordination and Customer Service: Serve as the first point of contact for development inquiries from the public, homeowners, businesses, architects, engineers, and developers. Provide accurate information regarding City processes, zoning, GIS data, and permitting requirements. Coordinate and schedule pre-application, concept, and department meetings, either in-person or virtual.
• Plan Intake and Review Coordination: Set up and assist new users in eTrakit for all plan submittals. Conduct completeness checks on incoming submittals to ensure required documents and fees are provided. Prepare and maintain pre-construction checklists and link related permits and projects within eTrakit. Route final plats, easements, and other approval documents for Mayor’s signature using DocuSign and ensure electronic filing with the County.
• Project Close-Out Coordination: Schedule final inspections, and process as-built drawings, maintenance guarantees, and project closeout documentation. Schedule and coordinate one-year maintenance inspections.

Position A – Primary Responsibilities

Primary Duties

• Construction Coordination: Oversee project workflows from Planning Commission approval through pre-construction, construction, and final inspection. Verify required submittals, approvals, and performance guarantees prior to scheduling pre-construction meetings. Schedule pre-construction meetings with developers, engineers, contractors, and all relevant City departments. Serve as initial City contact during construction to resolve coordination issues, process plan revisions, and ensure current approved plans are on-site by partnering with the applicable City Department(s).

Secondary Duties

• Financial and Administrative Support: Provide back-up assistance in processing departmental payments, vendor work orders, and travel and training requests through City systems. Process the collection and documentation of fee-in-lieu payments, guarantees, and other development related fees and cost estimates in eTrakit. Maintain accurate project records, correspondence and document archives in eTrakit and GIS.
• Issue Intake Coordination and Support: Provide secondary support in receiving and reviewing code enforcement-related inquires and requests through the City’s 311 System. Log construction-related concerns and support the identification of appropriate decision-makers. Assist in routing each concern promptly for review and resolution.

Position B – Primary Responsibilities

Primary Duties

• Financial and Administrative Support: Process departmental payments, vendor work orders, training, and travel requests through City systems. Collect fee-in-lieu payments and performance guarantees, ensuring approved cost estimates are on file. Maintain accurate project records, correspondence, and document archives within eTrakit and GIS systems. Route and track departmental mail and maintain organized filing of all project documentation.
• Issue Intake Coordination and Support: Receive and review incoming code-related inquiries from the City’s 311 GIS System. Receive and log construction-related concerns – such as site impacts, plan compliance questions, or construction-hour complaints from 311, phone calls, or walk-ins. Indentify the appropriate decision-makers – Planning, Engineering, Utilities, Building and Fire Safety, or other departments to ensure each concern is routed promptly for review and resolution. Ensure each request is accurately entered, categorized, and input to eTrakit for resolution. Communicate resolutions or next steps to complainants when appropriate, ensuring responses are timely, accurate, and aligned with department guidelines.

Secondary Duties

• Construction Coordination: Assist in workflows from Planning Commission approval through pre-construction, construction, and final inspection. Provide back-up support to the primary during high-volume periods or staff absence. Schedule pre-construction meetings with developers, engineers, contractors, and all relevant City departments. Serve as secondary City contact during construction to resolve coordination issues, process plan revisions, and ensure current approved plans are on-site by partnering with the applicable City Department(s).

SUPERVISORY RESPONSIBILITIES: n/a

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with minimal supervision. The requirements listed here are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• High school diploma or general education degree (GED) and five (5) years related experience and/or training. Knowledge of some principles, practices, and methods of planning and/or public administration and laws.
• Knowledge of office terminology and business English.
• Proficiency in Microsoft Office Suite.
• Experience with Adobe Acrobat or Canva.
• Proficiency with operating phones, computers, televisions, printers, copiers, and A/V equipment

Language Skills

• Ability to communicate clearly and effectively, both orally and in writing while maintaining composure under pressure.
• Effectively respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to read and understand a budget.

Reasoning Ability

• Able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Certifications, Licenses and Registrations

• Valid Driver’s License
• Licensed Notary, or eligibility to obtain within 90-days of hire

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to sit, talk and listen.
• Frequently required to use hands to finger, handle, or feel; reach with hands and arms.
• Frequently required to lift and/or move up to 10 pounds.
• Occasionally required to lift and/or move up to 25 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regular exposure to an interior office environment.
• Regular exposure to a quiet to moderate noise level.
• Occasional exposure to outside weather conditions.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.