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- Receive and review all new and revised fire recovery submittals for completeness including utilization of records management systems, permitting software, and any additional electronic formats accepted by the City.
- Serve as liaison between members of the public and City staff, ensuring requirements are clear and well-communicated.
- Calculate appropriate review fees based on the City’s most current fee schedule, process fees, log documents, and ensure applications are routed to the appropriate departments.
- Maintain accurate records of submittals and applications in City’s records management systems; provide regular reporting.
- Provide City staff with reliable assistance to manage workload during recovery efforts.
- Coordinate with outside agencies and the City departments involved as part of the development review process.
- Respond within one business day to questions from the City and the members of the public.
- Maintain professionalism in all interactions with the public, adhere to ethical standards, and follow all applicable laws and procedures.
- Triage, log, and track Public Records Act requests; set deadlines and milestones.
- Coordinate searches across departments; collect, review, and compile responsive records.
- Apply exemptions; perform/redline redactions; calculate fees; deliver records and close out.
- Manage communication with requesters.
- Maintain Public Records Act compliance procedures, templates, and response standards.
- Classify/index records; ensure accurate metadata.
- Administer request portals (e.g., OnBase, NextRequest).
- Establish folder structures, access controls, and QA checks for completeness/accuracy.
- Implement redaction standards; perform quality control on redactions.
- Produce monthly/quarterly metrics (volume, on-time rate, cycle time, backlog).
- Secure storage, scanning, digitizing and indexing.
- Ensure that all submittal documents are available in the City’s designated archiving locations.
- Communicate application process to members of the public.
- Create handouts regarding the development process, if needed.
- Maintain the permitting software including tracking status of submittals and send reminders as needed.
- Process intakes within one business day.
- Keep abreast on new Department policies and practices.
- Demonstrate a level of expertise with the Planning Department’s Counter Manual and other regulatory documents.
- Provide suggestions for improvements to the development process, handouts, and Development Portal.
- Develop Submittal Forms and Handouts.
- Prepare documentation in a form prescribed by the City, normally associated with case processing.
- Maintain Development Database including tracking and updating all project milestones, deadlines.
- Track application submittal requirements.
- Coordinate across City departments.
- Create streamline process for ADU submittals.
