Planning and Property Specialist

Class Title: Planning and Property Specialist

Class Code: PLAN PRO SPEC

Hourly: $24.29 - $32.12 | Monthly: $4210.44 - $5568.41 | Annually: $50525.34 - $66821

Benefits: Full-time

OVERVIEW:

This classification is responsible for providing technical and administrative support activities of a routine to complex nature for the Planning and Development department.

SUPERVISION RECEIVED:

Receives general supervision from a manager.  Carries out work independently, but work and decisions are typically reviewed prior to final execution.

SUPERVISION EXERCISED:

Supervision is not a responsibility of this classification; however, provides direction and training to others.

EXAMPLES OF DUTIES:

The information provided below encompasses the typical duties and capabilities linked with this classification.  Duties may include, but are not limited to the following: 

• Manages district property records such as titles, deeds, easements, development agreements, IGAs, etc., collects, maintains, reviews for accuracy, conducts research for project and property information and researches deed restrictions, identifies issues with property records and recommends solutions.  Performs title research via DIAL, WebQuery, local title companies, surveyors and City/County records, enters data, and develops reports. Reviews land use applications for City action, tracks the applications, obtains signatures, records and files.
• Tracks all legal process and communications, prepares legal documents such as covenants and legal templates; notarizes documents.
• Tracks and maintains budget records, monitors project budgets, reviews invoices, assigns expense account coding, disseminates to authorized signers, tracks and imports to internal budget tracking systems. Prints, copies, archives and disseminates departmental records.
• Assists in project planning, schedules and extends invitations to groups/committees (technical experts, members of the community, and staff), sets up and coordinates public, stakeholder, and agency meetings, records and transcribes meeting minutes, monitors and tracks progress towards goals.
• Helps to produce Capital Improvement Plan and other technical reports and documents prepared by the department, including collecting content, preparing layout, and publishing for distribution.
• Conducts special research projects under the direction of managers. Reviews, and assesses each outside development request, analyzes, and determines actions required, assigns to appropriate staff members; assists planners with inquires and development needs of the community.
• Responsible for file management systems; files, purges, organizes, and archives.  Transitions from paper to electronic; maintains integrity of electronic file system.  Develops work flow processes.  Trains staff on the use of the electronic filing systems.
• Develops and prepares documents for the district website and employee website. Updates content on Planning and development webpages via WordPress.
• Researches and provides information for formal public records requests received by the district.
• Analyzes documents, ensures accuracy and compliance with policy; enters a variety of information in databases and/or computerized systems.
• Backs up and assists the Assistant to the Executive Director with board meeting setup/takedown, records and transcribes meeting minutes, develops and disseminates board meeting packets for staff and the public, and notices the meeting with appropriate media and website.
• Conducts research and composes correspondence and reports.
• Maintains a license as a Notary for the district.
• Distributes district mail, maintains and orders office and supplies, develops and updates district forms, and maintains internal office records.
• Acts as a Mandatory Reporter; reports incidents of child abuse/neglect.
• Performs other job-related duties as assigned.

KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:

The individual in this classification is expected to possess and exhibit the following knowledge, skills and abilities.

Strong Knowledge of:

• Policies, procedures, and practices in planning and property;
• Property records, title, survey and permitting procedures;
• Researching public property records programs;
• Office procedures, methods and equipment including computers and software applications;
• Methods and techniques of data collection and research;
• Laws, rules and regulations pertaining to accounts payable;
• Maintaining filing systems, and computer data systems;
• Principles and practices of record keeping and minute preparation;
• Public relations and customer service practices
• Principles of business letter writing, editing and report preparation; and
• Basic math, spelling, English and grammar.

Skill and Ability to:

• Think analytically with the ability to switch between tasks;
• Interpret and apply pertinent planning and property federal, state and local laws, codes, and regulations;
• Work independently while also able to work cooperatively with others;
• Collect, evaluate, and interpret complex information and data;
• Prepare clear and concise technical and administrative reports;
• Effectively present information and respond to questions from internal and external customers;
• Plan, organize, prioritize, delegate and review work in order to meet schedules;
• Good listening, diplomacy, and analytical skills;
• Effectively communicate with others verbally and in writing, including by phone, e-mail, or in person;
• Ability to navigate difficult conversations or conversations with upset people while keeping rapport;
• Exercise good judgment, demonstrate initiative, and make good decisions;
• Excellent interpersonal skills, and creative problem solving;
• Computer competency in word processing, spreadsheet applications and public property programs;
• Apply District rules and policies, work with confidential information and maintain confidentiality; and
• Create a positive, constructive relationship with staff and the general public.

QUALIFICATIONS:

The following are minimum qualifications for this classification.

Education, Experience, and Training:

1. Associate’s Degree or equivalent two years of college coursework; AND
2. Two (2) years of experience in title research and administrative support experience; OR
3. Any satisfactory combination of education, experience and training.

Licenses and Certifications:

1. Possession of, or ability to obtain within 30 days of hire, a valid Oregon driver’s license.
2. Possession of, or ability to obtain within 60 days of hire, a valid Oregon Notary Public Commission.

WORKING CONDITIONS:

The following are working conditions, including environmental and physical demands, required for this classification.

• Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.
• Remain in a stationary position (sitting or standing) for extended periods of time, move about the office occasionally.
• Must be able to travel to locations in, around, or outside the greater Bend area.
• Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other works accurately, loudly or quickly.
• Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.
• Making substantial movements (motions) of the wrists, hands, and/or fingers.
• Ability to have clarity of vision at 20 inches or less.
• Ability to maintain sustained concentration on computer screens; use keyboards and a variety of peripherals.
• Ability to work and maintain focus in a work environment with moderate noise (i.e., working around others making periodic phone calls or having conversations) and with frequent interruptions.
• Ability to periodically work evenings or weekends.
• Requires crouching, bending, kneeling or reaching to perform filing activities.

STATUS:

Non-Exempt

Full-Time

Benefits: Full-time

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