INTERNAL POSTING
Position Title: Deputy Director
Department: Engineering, Planning, and Zoning
Pay Information: additional $10k above current salary
Statement of Duties: In addition to other assigned job duties or positions currently held, this position assists the Director with the administration and supervision of all aspects of the Office of Engineering, Planning and Zoning, as assigned by the Director. Responsibilities generally include the supervision of professional and clerical staff members engaged in the administration and enforcement of county land development ordinances and coordinating work flow; coordinating with the Human Resources Director the hiring process for department employees and participating in employee disciplinary actions; managing the department’s employee performance management program; coordinating the training and continuing education requirements for employees.
Representation at various meetings/boards/commissions, may be required in the absence of the Director, including County Commission meetings.
The Deputy Director of the Department of Engineering, Planning & Zoning is required to perform all similar or related duties, as assigned by the Director.
Supervision Required: Employee works under the administrative direction of the Director and working from county policies and objectives the individual establishes short-range plans and objectives and performance standards for the department; and assumes direct accountability for results of assigned tasks and functions.
Consults with the Director only where clarification, interpretation, or exception to county policy may be required. The employee is responsible for assisting in the development and implementation of office policies, goals, objectives and budgets. The employee is also expected to attempt to resolve conflicts which arise and coordinate with others as necessary.
Supervisory Responsibility: The Deputy Director of Engineering, Planning & Zoning is responsible for the supervision and management of all staff. Employee, as a regular and continuing part of the job, leads the staff in accomplishing assigned work and also performs non-supervisory work. The Deputy Director of Engineering, Planning & Zoning is responsible to his/her supervisor for assuring that the work assignments of other workers are carried out by performing duties which typically consist of most of the following: distributes and balances workload among employees in accordance with established workflow and job specialization; assures timely completion of work; instructs staff in specific tasks or explains work methods to be employed and indicated applicable reference material and guideline; checks work progress and reviews completed work to see that instructions have been carried out; answers questions and resolves problems that arise in the work; provides on-the-job training to new employees; reports to the supervisor on disciplinary problems, performance, and training needs of employees; resolves simple, informal complaints of employees and refers others to the supervisor.
Employee is also responsible for assisting the Director in preparing and administering the budget, and overseeing personnel functions for the department including payroll, hiring, and training.
In addition, the Employee, as a regular and continuing part of the job, is accountable for the quality and quantity of work done by subordinates and assures the accomplishment of the assigned work in the prescribed manner. Supervisory functions typically consist of most of the following: plans, schedules and coordinates work operations to meet schedules, deadlines and priorities; revises work schedules to meet changes in workload or availability of manpower; recommends and justifies to higher levels of management changes in the organization of work, work methods or assignment of functions to positions that may affect staffing patterns, costs, work standards, etc.; assigns work based on varying capabilities of employees; assures that completed work meets the required standard of quality, timeliness and cost, taking corrective actions as necessary, including rejecting the work; recommends promotions, reassignments, pay increases or other personnel actions; oversees attendance and leave, typically including approval of ordinary sick and vacation schedules; advises employees of performance requirements and prepares formal evaluations of performance; gives advice and instruction on both administrative and work matters; informs subordinates of organizational policies, goals and procedures; resolves employee complaints and effects disciplinary actions, such as oral warnings and reprimands; has substantial responsibility for technical soundness of subordinates’ work.
Confidentiality: Access to some confidential information, sometimes department-wide, that is obtained during performance of essential functions, where the effect of any disclosure would probably be negligible or where the full significance of the overall confidential matter would not be apparent in the work performed. Employee mainly has access to personnel information, confidential law suit information, and land development applicant’s confidential information and proposed plans.
Accountability: Regular access at the departmental level to a wide variety of confidential information, including personnel records, client records, criminal investigations, court records, financial records.
Judgment: Guidelines only provide limited guidance for performing the work. They may be in the form of administrative or organizational policies, general principles, legislation or directives that pertain to a specific department or functional area. Extensive judgment and ingenuity are required to develop new or adapt existing methods and approaches for accomplishing objectives or to deal with new or unusual requirements within the limits of the guidelines or policies. The employee is recognized as the department or functional area’s authority in interpreting the guidelines, in determining how they should be applied, and in developing operating policies and practices. The employee is also expected to provide policy recommendations to the Director in all matters relating to growth and development in the County.
Complexity: The work consists of employing many different concepts, theories, principles, techniques and practices relating to an administrative field. Assignments typically concern such matters as studying trends in the field for application to the work; assessing services and recommending improvements.
Work Environment: The work environment involves everyday discomforts typical of indoor environments such as office settings, with infrequent exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant.
Nature and Purpose of Public Contact: Relationships are constantly with co-workers, the public, groups and/or individuals such as civic leaders, peers from other organizations, representatives of professional organizations, and the news media.
The employee serves as a spokesperson or recognized authority of the organization in the department on matters of substance or considerable importance. The employee acts on behalf of the director to communicate office/departmental practices, procedures, regulations or guidelines. May be required to discuss controversial matters where tact is required to avoid friction and obtain cooperation.
Duties may also involve constant contact with local, state, and federal government officials, community leaders, and any other individuals to protect and promote the county’s overall interest.
Occupational Risk: Duties of the job present little potential for injury. Risk exposure is similar to that found in typical office settings. Work is performed under tight deadlines at times.
Essential Functions:
The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
General Administrative:
1. Evaluate the efficiency and effectiveness of office policies and procedures and identify opportunities for improvement. Recommend changes to the Director as appropriate.
2. Assists in coordinating department activities and functions with other County departments and/or outside agencies as appropriate.
3. Oversee and coordinates department workflow to achieve efficient and timely processing.
4. Attend training, seminars, conferences, meetings, etc. to enhance job knowledge and skills.
Organizational Management & Personnel:
1. Represent the Director at meetings and other functions as required in his/her absence.
2. Assist the Director in preparation of annual budget.
3. Evaluate the performance of personnel on an annual basis. Handle personnel disciplinary actions when needed.
4. Oversee and evaluate customer service functions in the department.
5. Make recommendations for staff training and/or customer service improvements. Respond to and resolve customer complaints.
6. Any other duties as assigned by the Director.
Recommended Minimum Qualifications:
Education and Experience: associates degree from an accredited college or university with two to five (2-5) years related work experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. Preferably an associate’s degree in management, public administration, organizational management or relevant community college course work.
Special Requirements: Valid driver’s license required.
Knowledge, Abilities and Skill
Knowledge: Common principles and theories related to leadership; department and office operations; laws and regulations pertinent to position functions; working knowledge of the Internet, search engines, email, and proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) all in support of department operations.
Also, education, experience and knowledge of organizational/personnel management principals and techniques.
Abilities: Good judgment and decision making abilities; able to work independently with minimal supervision, able to communicate professionally with people of diverse backgrounds and levels of education. Must be an analytical thinker and detail-oriented. Supervise, assign, and evaluate the work of employees. Ability to prioritize and complete work tasks in an efficient and timely manner. Ability to read construction plans, survey plats and maps, and interpret and enforce ordinances.
Skills: Good writing, oral presentation, and verbal communication skills, effective record keeping, time management, customer service and conflict resolution skills are required.
Physical and Mental Requirements
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 position’s essential functions.
Physical Demands: Work requires some agility and physical strength, such as moving in or about construction sites or over rough terrain, or standing or walking most of the work period. Occasionally, work may require lifting heavy objects and carrying them. There may be need to stretch and reach to retrieve materials. Usually, the work will require extended physical effort over a significant portion of the work day.
Motor Skills: Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting.
Visual Demands: Visual demands include constantly reading documents, construction plans, and maps for general understanding and for analytical purposes. Color vision is required.
