Development Services Coordinator

Under the supervision of the Director of Development Services, the Development Services Coordinator provides administrative, customer service, permitting, records, invoicing, and meeting support for the Development Services Department. This position serves as a primary point of contact for residents, developers, contractors, business owners, and the public; supports permitting software administration; coordinates invoices, health permit distribution, bond records, field walk scheduling, Public Information Request coordination, and department communications; and assists with Planning and Zoning meeting preparation. The position requires strong organization, customer service, confidentiality, and attention to detail in a high-volume, public-facing municipal environment. Essential Functions: Serve as a primary customer service contact for the Development Services Department by greeting visitors, answering phone calls, responding to general information inquiries, forwarding messages, and routing requests to the appropriate staff member. Manage and monitor Development Services general email accounts, ensuring inquiries are reviewed, routed, responded to, and tracked in a timely and professional manner. Assist residents, contractors, developers, restaurant operators, and other customers with general department information, permit-related questions, payment instructions, and process guidance. Prepare, distribute, and laminate restaurant health permits and related documents as directed. Prepare invoices for third-party revenue, development-related services, permits, reviews, inspections, or other billable items as assigned. Create, maintain, and track payment status for invoices; follow up on outstanding balances, pending payments, or incomplete documentation. Assist with the setup and coordination of Planning and Zoning Commission meetings, including preparing materials, coordinating room setup, organizing packets or supporting documents, and assisting staff as needed. Manage permitting software functions as assigned, including user assistance, troubleshooting, routine administration, data entry, workflow support, report generation, and coordination with vendors or internal users when issues arise. Serve as the Development Services staff liaison for Public Information Requests by coordinating with the City Secretary’s Office, Legal, and department staff to gather responsive records, track request status, and maintain accurate documentation. Maintain department files, logs, reports, records, and tracking systems in accordance with City procedures and records retention requirements. Order, maintain, and organize office supplies, permit materials, forms, and other department resources. Provide administrative support to Development Services staff, including preparing correspondence, routing documents for signature, scanning, copying, filing, tracking deadlines, and maintaining department records. Communicate effectively and professionally with internal departments, outside agencies, contractors, residents, business owners, developers, board and commission members, and the general public. Handle confidential, sensitive, or time-sensitive information with professionalism and discretion. Assist with department process improvements, workflow tracking, and the organization of forms, records, and customer-facing materials. Uphold professional standards, reliability, accuracy, and customer service in routine and high-volume situations. Performs other duties as assigned or needed. Necessary Knowledge, Skills and Abilities: Knowledge of municipal development services, permitting, inspections, planning, construction, code, or customer service processes preferred. Knowledge of basic invoicing, payment tracking, records management, and administrative procedures. Knowledge of public records practices and the ability to coordinate records retrieval in collaboration with the City Secretary and Legal. Ability to learn, administer, and troubleshoot permitting software and related technology platforms. Ability to maintain accurate records, logs, calendars, invoices, bond files, permits, and department documentation. Ability to communicate clearly, professionally, and courteously with residents, contractors, developers, business owners, staff, and the general public. Ability to manage multiple priorities, deadlines, interruptions, phone calls, emails, and in-person customer needs in a fast-paced environment. Ability to handle confidential and sensitive information with discretion. Ability to prepare, organize, and maintain meeting materials, permit documents, reports, and correspondence. Ability to follow written and verbal instructions, apply City procedures, and elevate issues appropriately. Ability to work independently within established procedures while maintaining accuracy and attention to detail. Ability to establish and maintain effective working relationships with City staff, elected and appointed officials, board and commission members, contractors, vendors, and the public. Proficiency with Microsoft Office, email, calendars, document management, permitting software, and standard office equipment. Bilingual communication skills in English and Spanish are preferred. Minimum Qualifications Requirements: High school diploma or GED required. Associate degree in Business Administration, Public Administration, Planning, Construction Management, or a related field preferred. A minimum of two (2) years of progressively responsible administrative, customer service, permitting, development services, planning, construction, municipal government, records, invoicing, or related experience required. Experience in a municipal development service, planning, building inspections, permitting, public works, or community development environment is preferred. Bilingual communication skills in English and Spanish are preferred. Must possess strong computer skills and the ability to learn and manage permitting software, document management systems, and City technology platforms. Must pass a pre-employment drug screening, physical, and criminal background check. Must possess a valid State of Texas Driver’s License or obtain one within the timeframe required by the City. #J-18808-Ljbffr Lindentx