Clerk of the Hearing Examiner/Team Lead

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Approved Date:

8/26/2026 10:27:47 AM

Working Title:

Clerk of the Hearing Examiner/Team Lead

Job Family:

Program

Classification:

Program Coordinator

ORGANIZATION

Department:

Community Development

Cost Center/Program:

1681 - DCD Suppt Svcs, Adm, Mgmt Fee

Exemption Status:

Exempt

Union:

AFSCME 1308 - Courthouse

JOB SUMMARY

Positions in this classification serve as a technical resource for work teams handling multi-disciplinary or technically challenging planning projects and programs.  Positions coordinate program services and resources; provide consultation to program participants, and are responsible for planning, developing, implementing and coordinating service delivery within one or more County programs.  Tasks include professional or technical duties, responding to difficult issues and monitoring service delivery.  Program coordination also requires performance of tasks and application of knowledge unique to the program and not transferable or applicable to other areas of the organization. May serve as a lead over diverse programs or lower/entry level program staff.

A program is a specialized area with specific complex components and discrete tasks which distinguish it from the main body of an organization. A program is specific to a particular subject. The specialized tasks involve interpretation of policies, procedures and regulations, budget coordination/administration, independent functioning and typically, public contact. Duties are not of a general support nature transferable from one program to another. Performance of clerical duties is in support of incumbent's performance of specialized tasks.

Distinguishing Characteristics

This is the third level within a seven level Programs series.  This classification is distinguished from the next level within the series in that Programs Analysts perform expert level work requiring experience in the program area, and may serve as a lead over professional level program staff and supervisor to lower level staff.  It is distinguished from the Specialist class by professional level planning; implementing, monitoring, and coordinating of services; resolution of service problems; assessment of service needs and coordination of service delivery within a County program. It is also distinguished from the Specialist class by serving as a lead to lower level office support and program staff. Positions at this level work under general supervision and plan, organize, direct and coordinate operations for programs. Incumbents oversee daily and short-range program operations, coordinate major program functions as the program representative and resource, have extensive contact with program participants and outside entities, and resolve complaints and problems within a delegated area of authority. Incumbents may be delegated limited authority to approve budget expenditures and may assist higher-level staff with developing and coordinating statewide program activities.

This Program Coordinator position directly supports the Hearing Examiner and provides oversight and guidance for the Planning Commission program. The incumbent is responsible for performing complex, specialized and technical duties in the coordination, preparation and flow of documents required for processing of land use applications for public hearing before the Hearing Examiner and provides guidance and oversight for processes associated with the Planning Commission and Board of County Commissioners following procedures prescribed by law. This position also acts as the administrative team lead, providing direction and coordination to administrative staff on day-to-day team operations.

Under the direction of the assigned supervisor, the incumbent performs complex and specialized work in the coordination of programs for the assigned department. Program responsibilities include development, coordination, preparation, implementation, oversight, maintenance and flow of work, including development of documentation of key processes.

JOB FUNCTIONS

Serves as lead to department administrative staff, examples of duties include, but are not limited to:

Coordinates and assigns coverage of essential duties

Provide lead level support by troubleshooting and identifying efficiency opportunities, coordinating extra support when needed, and serving as a technical resource back-up for the admin team tasks such as, admin support tasks, records management, inspection coordination, data analytics, planning commission, etc.

Facilitates team meetings

Mentors and trains administrative team staff

Troubleshoots day to day issues and prioritization conflicts with administrative staff

Acts as subject matter expert on administrative procedures

Monitors and coordinates workflow from internal stakeholders and office support staff to ensure service level commitments are met

Provides input to supervisor on team member performance, goals, and development opportunities

Provides oversight and guidance for the Planning Commission program

45%

Serves as the Clerk of the Hearing Examiner.

Examples of duties include, but are not limited to:

Facilitates public hearings including receiving, logging, and conducting initial review to determine necessary action for processing of land use applications to be approved by the Hearing Examiner, preparing and scheduling publication of legal advertising, composing and distributing notices of subject public hearings, preparing agendas for all land use public hearings for the Hearing Examiner in a timely manner, setting forth all pertinent information regarding the project, distributing information to all affected agencies and the public for review prior to public hearing, scheduling technical reviews among the affected government agencies, planning staff, project engineers and applicants, and following procedures prescribed by law and Kitsap County Code.

Provides training and/or guidance to department management, planning staff, and 2nd chair (administrative staff) on parliamentary practices to ensure compliance during public hearings.

Tracks project readiness for hearing and performance metrics to report quality control issues and inefficiencies to management.

Coordinates and supports the RFP process for hearing examiner and other related contracts as needed.

Monitors and approves expenditures related to hearing examiner and ensures contract compliance.

Serves as lead to Office Support Assistants and provides direction and guidance in completing tasks to support the land use permit process, including distributing notice of applications, creating land use binders, publishing staff reports and decisions, drafting legal notices, and indexing for hearing.

35%

Lead and/or assist with process improvement efforts throughout department.

20%

•

Performs other duties as assigned

•

Complies with all policies and standards

This Job is Essential

☐

QUALIFICATIONS

Bachelor's Degree

in a field closely related to the program, from a college or university accredited by an agency recognized by the US Department of Education

Required

or

Master's Degree

May be preferred in some programs.

Preferred

1 year

progressively responsible experience related to the program assignment

Required

Support of a commission and/or public hearing process and experience with the Open Public Meetings Act

Preferred

Lead worker or supervisor experience

Preferred

Experience in taking minutes using speedwriting or equivalent

Preferred

Experience utilizing Adobe Acrobat, MS Excel and SharePoint

Preferred

Experience in records management

Preferred

Parliamentarian Certification (Registered or Certified Member National Association of Parliamentarians or other parliamentarian association recognition)

Preferred

Green Belt Certification

Preferred

Does not operate County-owned vehicles

Relevant work experience demonstrating required knowledge, skills, and abilities may substitute for educational requirements.  Work experience is essential and cannot be replaced by additional education.

Knowledge, Skills and Abilities

Appear for scheduled work and complete assigned tasks within a reasonable period of time.

Establish and maintain effective working relationships with others using tact, courtesy and good judgment.

Maintain confidentiality and adhere to policy and procedures of the county and department.

Communicate effectively orally and in writing.

Utilize various computer applications specific to the department including databases, word processing, document imaging, spreadsheets, and web-based systems for entering, retrieving and researching data and records.

Physically perform assigned duties and essential functions of the position.

Knowledge of the specific program area

Knowledge of research methods

Knowledge of relevant agencies and systems

Knowledge of County, State, and Federal laws and regulations pertaining to the program

Knowledge of principles and methods associated with public information dissemination

Knowledge of project cost accounting and project management principles

Knowledge of general government principles and procedures

Skill in basic quantitative skills

Skill in analysis and problem-solving

Skill in budget development and monitoring

Skill in gathering, manipulating and using data utilizing a computer and other tools

Skill in providing program advice and education to the public

Ability to effectively recruit, train, and coordinate program staff activities

Customer service skills

Skill in prioritizing work load and adapting to changes in work load demand.

Type/keyboard accurately at 45 w.p.m.

Ability to learn terminology, laws, rules, regulations, and policies governing area of assignment

Ability to make customers and their needs a primary focus of ones actions, shows interest in and understanding of the needs and expectations of internal and external customers; gains customer trust and respect.

Ability to appear for scheduled work with regular, reliable and punctual attendance and complete assigned tasks within prescribed timeframes.

Ability to work collaboratively as a team member and cross train on other Office Support Assistant tasks within the department.

Ability to effectively plan, organize and prioritize workload to meet deadlines without regular direction.

Ability to perform a variety of tasks with accuracy and attention to detail.

Ability to effectively work under conditions of frequent interruptions, high traffic and/or noise volume, shared space, and multiple deadlines, as required.

Ability to work various shifts, weekends, holiday and overtime as required.

Ability to learn, interpret, adhere and apply local, state and federal applicable laws.

Time Management

Uses their time effectively and efficiently; values time; concentrates their efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities.

Drive for Results

Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.

Customer Focus

Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

Remote Employment

Remote Employment Type:

Remote Employment Text:

Weight Bearing (Standing & Walking)

Weight Bearing Standing

Weight Bearing - Walking

Walking on Uneven Terrain

Occasionally: 11-33% - Occurs 31 minutes to 2.5 hours per shift.

remote sites or field work

Running

Jumping

Climbing

Ladder, stairs, stools

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

may periodically climb stairs

Balancing

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

to access low filing cabinets/shelves

Bending at the waist

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

accessing files, office supplies, and equipment

Twisting at the waist

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

to access low filing cabinets/shelves

Stooping

Slight bend at knees

Squatting

Sitting

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

Kneeling

One or both knees

Crawling

On hands and knees

Lying Down

Back, side or stomach

Lifting/Carry/Push/Pull

Lifting

   0-10 lbs

Occasionally: 11-33% - Occurs 31 minutes to 2.5 hours per shift.

Office supplies, paperwork and files

Lifting

  11-20 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Office supplies, paperwork and files

Lifting

  21-35 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Office supplies, paperwork and files

Lifting

  36-50 lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Lifting

  50 + lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Carry

   0-10 lbs

Occasionally: 11-33% - Occurs 31 minutes to 2.5 hours per shift.

Office supplies, paperwork and files

Carry

  11-20 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Office supplies, paperwork and files

Carry

  21-35 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Office supplies, paperwork and files

Carry

  36-50 lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Pushing

   0-10 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

file drawers, office equipment, files

Pushing

  11-20 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

file drawers, office equipment, files

Pushing

  21-35 lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Pushing

  36-50 lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Pulling

   0-10 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

file drawers, office equipment, files

Pulling

  11-20 lbs

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

file drawers, office equipment, files

Pulling

  21-35 lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Pulling

  36-50 lbs

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Reaching Above shoulder level

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

accessing files, office supplies, and equipment

Reaching at shoulder level

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

accessing files, office supplies, and equipment

Reaching below shoulder level

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

accessing files, office supplies, and equipment

Steering Equipment, Vehicles

Extension of neck looking forward

Flexion of neck looking downward

Twisting of neck side to side

Fine Manipulation

Keyboarding/Typing

Simple Grasp

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

office supplies, equipment, phone

Up & Down Flexion of Wrist

Side to Side Motion of Wrist

Turning/Rotation of wrist/hand

Gross Manipulation

Powerful Grasp/Tight Grasp

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

office supplies, equipment, phone

Hand Controls

Repetitive Motion

Sight: Distinguish objects, depth perception, field of vision, color identification, near and far acuity necessary to operate equipment, machinery, etc.

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

documents computer screen, files may be color coded

Hearing: Comprehend oral language and sounds and react appropriately. Follow oral directions.

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

Speaking: Orally communicate information and ideas with comprehension

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

Reading: Comprehend and retain the written word.

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

documents computer screen

Writing: Composing communications in writing

Math: Compute a series of numeric variables, measurements

Uneven Ground

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Exposure to Bloodborne Pathogens

Work Outside

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Customer/Public Contact

Work Inside

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

office enviornment

High Elevations

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Moving Objects

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Slippery Surface

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Wetness

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Temp.Humid/ Extremes

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Temp. Cold Temp

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Confined Spaces

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Special Clothing

Continuously: 67%+ - Occurs more than 5.6 hours per shift.

semi-professional attire

Vibration

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Use of Solvents

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Use of Detergent

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Chemical Contact

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Chemical Vapors

Never: 0% - Does not occur ever, or may not ever occur for some incumbent.

Dust or Particles

Seldom/Infrequent: 1-10% - May occur, but not on a daily basis or less than 30 minutes per shift.

Toxic Substances

Explosives

Radiation

Electricity

Noise intensity

Understand & follow directions – with little or no direction

Memory – Ability to remember and recall procedures, processes and activities routine in nature.

Regular and reliable attendance

Ability to problem Solve

Ability to perform complex & varied tasks

Ability to develop & maintain positive work environments

Ability to supervise/lead and influence others

Foot Controls

Mechanical/Electrical parts

Driving – Regular Vehicle

Driving DOT/CDL Vehicle

Operate Heavy Equipment

Operate Heavy Machinery

Small hand tools

Operate power equipment such as drill/saws

Equipment, Machines, Vehicles Operated:      

Tools, Implements Used:     

Special Knowledge, Skills and Abilities:     

Respirator Use Required (other than nuisance dust mask).   Describe: