Community Development Secretary II

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GENERAL PURPOSE

Performs a variety of working level, routine administrative and complex clerical duties as needed to expedite the administrative, technical or clerical functions of the Community Development Department.

ESSENTIAL FUNCTIONS

Promotes and follows the City's mission statement, values and expectations.

General: Acts as receptionist; answers phone and routes calls; takes and relays messages; provides information to inquiring parties; responds to general questions related to department functions; takes dictation and transcribes material into documents, letters, reports, memos, minutes or other general correspondence; composes routine letters and informative notices.

Performs document filing and maintenance; receives and processes records, applications, appeals, reports and various documents related to the legal obligations and functions of the department; purges records according to established guidelines and regulations.

Operates personal computer and various software applications for word processing, records maintenance and data input.

Building: One of the primary responsibilities of this position (50%) is to perform Building Department duties under the direction of the Community Development Director or assigned division manager. Receives and reviews applications for various types of building permits; determines completeness of applications; verifies and collects appropriate fees; issues permits; deposits revenues with City Treasurer.

Performs initial plan checking; determines compliance with municipal codes, zoning districts and zoning requirements; checks site plans and plot plans; orients permit recipient to various documents, regulations, inspection schedules and related processes and procedures to be encountered throughout construction; apprises recipient of roles and responsibilities of various divisions.

Receives, logs, and distributes construction drawings and specifications; assures delivery of copies of drawings to local agencies, such as county health department, as required; maintains computerized data base related to permit application and issuance process; monitors application status through computer tracking activities; generates data reports to achieve special output requests.

Schedules inspections; follows-up on various inspection activities during course of construction; organizes schedule for final inspections by city inspectors; receives notification of inspection status and prepares certificates of occupancy or temporary certificates of occupancy.

Sets up initial Pre-construction meetings; schedules meetings with developers, contractors, architects, administrators, inspectors, planners, and other agencies to determine project feasibility and to apprise project review teams of workload potential, time-lines and schedules.

Business Licensing: One of the primary responsibilities of this position (50%) is to perform business licensing duties under the direction of the Community Development Director or assigned division manager, and under the guidance of the Business Licensing Clerk.

Receives, processes and registers commercial/residential/temporary business license applications including: new businesses, annual renewals, terminations and change of information requests for businesses including brick and mortar, home occupations, beer, liquor consumption, tobacco, temporary businesses; monitors timelines and initiate notices for delinquent or late licenses.

Assists the public with general information as well as assists the public in completing required licensing forms; provides comprehensive information to the public pertaining to licensing of businesses; answers questions or provides advice to the public regarding licensing policies, procedures, or regulations; creates and maintains information sheets and other documentation for distribution to the public concerning business licenses; assists the public with business licensing online and in person submittals, additional information referrals (e.g. background checks, sales tax identification numbers, etc.).

Works with applicants to obtain required information, evaluates information on applications to verify completeness and accuracy: coordinates with Planning, Building, Fire, Police, Legal and other staff, and resources as needed to verify compliance with all local and state laws relative to each business license type; communicates with businesses in a timely manner to obtain additional missing or inaccurate information.

Under the guidance of the Business Licensing Clerk; determines which inspections are necessary for approval of licensing; communicates with the Davis County Health Department when required; communicates with the Layton Police & Fire Department, Legal Department, Zoning Division and other applicable departmental personnel when required for approval of business licenses.

May issue business licenses under the direction of the Business License Clerk or Department Director; establishes and maintains business license files as well as a monthly listing of new businesses for distribution to various offices and companies.

Collects proper fees for all business licenses and recommends updates to the Business License Fee schedule as needed; produces receipts when applicant(s) pay fees; reconciles receipts each day and prepares these receipts/monies for the Finance Department.

Contacts unlicensed businesses and businesses with expired licenses for proper compliance with licensing ordinance by telephone, in person and through correspondence; prepares and issues notices for delinquent, unlicensed businesses and renewal licenses for businesses, follows through with necessary collection procedures.

Under the guidance of the Business Licensing Clerk; Identifies, classifies, indexes, and labels records to expedite the retrieval of documents; prepares documents and files for imaging, scans documents, and creates indices for physical and digital storage, files, maintains, and otherwise efficiently organizes and helps manage accurate business license files in accordance with all state and local laws and policies; receives and processes records, applications, appeals, reports and various documents related to the legal obligations and functions of the department; helps provide information upon GRAMA requests; helps maintain all necessary records and mailings for the code enforcement officer.

Stays informed of current City, County, State and Federal business license regulations.

Discusses problem areas and complaints with appropriate individuals, in person and by telephone, to assist in the resolution of those problems; assists in determining when to refer business license problems to the Legal Department and follow up for resolutions; may be required to appear as a witness in court; performs record checks on past and current licensees, as required by investigations.

May represent Layton City at various meetings, hearings, court appearances regarding business licensing process as directed by the Community and Economic Development Director.

Under the guidance of the Business Licensing Clerk; produces, creates, maintains and corrects business licensing applications; helps provide reports, assists the Business Licensing Clerk prepare the monthly new business list for the Economic Development Specialist; regularly reviews business utility listings for corrections to business licensing accounts; helps prepares a monthly list of overdue accounts, license suspensions and issuances.

Answers department phones; takes and relays messages; greets and screens callers; directs callers to appropriate staff members; responds to technical questions from the public and gives them necessary information.

Transcribes material from typed or handwritten copy, which requires use a of a variety of complicated formats for preparing correspondence, replies, memorandum, etc.; assumes responsibility for correctness of spelling, punctuation, format and grammar.

Performs routine data entry and other office support activities including creating, sorting, photocopying, distributing, and filing documents; operates personal computer and various software applications for word processing, inputs business license information, checks for accuracy records maintenance and data input, prints temporary solicitor license badges, and business license copies when requested.

Assists with updates to the department's web site page.

Planning & Zoning: May on rare occasions be required to support and/or substitute for the Planning & Zoning Secretary as follows:

Attend planning commission meetings and staff meetings; takes minutes of proceedings; transcribes minutes and produces permanent records; distributes minutes for review and approval; distributes copies of approved minutes as required.

Receive and accept planning & zoning related applications and petitions; assess fees according to established requirements; maintains and distributes a log of requests; prepares notices for delivery to adjacent property owners to apprise of proposed or pending actions.

Performs other related duties as assigned.

MINIMUM QUALIFICATIONS

High school diploma or GED

One (1) year of specialized training in general office practices and procedures, PC operation and various software applications;

AND

Two (2) years of responsible experience related to above duties;

OR

An equivalent combination of education or experience