Zoning Administrator - INTERNAL CANDIDATES ONLY

General Statement of the Job & Essential Functions GENERAL STATEMENT OF JOB Under general supervision, the position implements, interprets and administers the city’s zoning ordinance and involves the investigation, interpretation, application, and enforcement of current Zoning Ordinances.
Reports to the Director of Planning.
ESSENTIAL JOB FUNCTIONS Administers and enforces the city’s zoning ordinance; reviews zoning plans and proposals for new construction, redevelopment, site development, and applications for zoning changes and variances; and notifies concerned parties of violation(s); investigates, obtains summons, and provides testimony in court on cases; and assists Environmental Inspectors with zoning and enforcement cases.
Ensures maintenance of the city’s official zoning map; serves as a technical advisor to the public, developers, attorneys, architects, engineers, contractors, surveyors, and city officials on zoning regulations as necessary; interprets the zoning ordinance in compliance with state and local authority.
Reviews applications for business licenses, change in use requests, physical surveys, permits, etc.
to ensure current city zoning ordinances are applied and enforced; issues zoning clearances for new business licenses; researches, recommends and implements any changes to the zoning ordinance.
Prepares complex and routine reports, manuals, and memos, to include correspondence on policies and procedures of the division; summarizes, reviews and prepares permit data for monthly and annual reporting; facilitates and coordinates daily operations with internal and external staff members.
Advises city officials, to include the City Manager, City Attorney, and the Director of Planning on technical issues related to the city’s zoning code; serves as the city’s liaison to the Board of Zoning Appeals; prepares and maintains all records, correspondence and minutes involving appellants and Board members; interacts with the public concerning the functions and operations of the zoning staff, answers technical questions, and refers customers to other divisions and/or departments when applicable.
Responsible for the effective supervision and administration, staff development and training, succession planning, performance management, employee relations, prioritizing and assigning work and related activities.
Performs other duties as assigned.
Individual assignments will be determined by supervisor based on current workload and department needs.
Knowledge, Skills & Abilities PERFORMANCE INDICATORS Knowledge of Work: Has thorough knowledge of the administrative practices and procedures relative to zoning.
Has considerable knowledge of federal, state and local laws, regulations and codes governing zoning.
Is skilled in the use of survey equipment and tools.
Is skilled in reading and interpreting zoning maps and ordinances, physical surveys, local and State code books, local policy and procedure manuals.
Is able to prepare technical reports.
Is able to exercise independent judgment and initiative in applying standards to a variety of work situations.
Is able to exercise considerable tact and courtesy in frequent contact with the public.
Is able to establish and maintain effective relationships as necessitated by work assignments.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities.
Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility.
Maintains high quality communication and interacts within division and department, and with the public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under “Essential Job Functions.
” Dependability: Assumes responsibility for doing assigned work and meeting deadlines.
Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures.
Accepts accountability for meeting assigned responsibilities in the administrative, human and conceptual areas.
Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness.
Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities.
Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with minimum supervision and instruction.
Judgment: Uses independent judgment to resolve complaints and inquiries.
Exercises analytical judgment in areas of responsibility.
Identifies problems or situations as they occur and specifies decision objectives.
Identifies or assists in identifying alternative solutions to problems or situations.
Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors.
Seeks expert or experienced advice, and researches problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same.
Questions such instruction and direction when clarification of results or consequences are justified, i.
e.
, poor communications, variance with city policy or procedures, etc.
Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the division.
Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit.
Contributes to maintaining high morale among all division employees.
Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the public to maintain good will toward the department and project a good departmental image.
Tactfully and effectively handles requests, suggestions and complaints from other divisions and persons to maintain good will within the city.
Interacts effectively with fellow employees, supervisor, professionals and the public.
Coordination of Work: Plans and organizes daily work routine.
Establishes priorities for the completion of work in accordance with sound time-management methodology.
Avoids duplication of effort.
Estimates expected time of completion of elements of work and establishes a personal schedule accordingly.
Attends meetings, planning sessions and discussions on time.
Implements work activity in accordance with priorities and estimated schedules.
Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies.
Sees that the standards are not violated.
Maintains a clean and orderly workplace.
Planning: Plans, directs and uses information effectively in order to enhance activities and production of the division.
Knows and understands the expectations of the city regarding the activities of the division and works to see that these expectations are met.
Designs and formulates ways, means and timing to achieve the goals and objectives of the division and the city.
Within the constraints of city policy, follows the appropriate strategy and tactics for achieving departmental and city objectives.
Organizing: Organizes work and that of subordinate staff as well.
Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all city and departmental matters affecting them and/or of concern to them.
Staffing: Works with other city officials and management to select and recommend employment of personnel for the division who are qualified both technically and philosophically to meet the needs of the division and the city.
Personally directs the development and training of division personnel in order to ensure that they are properly inducted, oriented and trained.
Leading: Provides a work environment which encourages clear and open communications.
Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied.
Provides adequate feedback to staff so that they know whether their performance levels are satisfactory.
Commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary.
Exercises enthusiasm in influencing and guiding others toward the achievement of city goals and objectives.
Controlling: Provides a work environment which is orderly and controlled.
Coordinates, audits and controls manpower efficiently and effectively.
Coordinates, audits and controls the utilization of materials and equipment efficiently and effectively.
Has a clear and comprehensive understanding of city standards, methods and procedures.
Delegating: Assigns additional duties to staff as necessary and/or appropriate in order to meet division goals, enhance staff abilities, build confidence on the job and assist staff members in personal growth.
Has confidence in staff to meet new or additional expectations.
Decision Making: Uses discretion and judgment in developing and implementing courses of action affecting the division.
When a particular policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.
Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of the division and city.
Employs imagination and creativity in the application of duties and responsibilities.
Is not adverse to change.
Policy Implementation: Has a clear and comprehensive understanding of city policies regarding the division and city function.
Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff.
Policy Formulation: Keeps abreast of changes in operating philosophies and policies of the city and continually reviews division policies to ensure any changes in city philosophy or practice are appropriately incorporated.
Understands the relationship between operating policies and practices and division morale and performance.
Works Education, Experience & Special Requirements EDUCATION & EXPERIENCE Bachelor's degree in Public Administration, Urban Planning, or a related field, and 3-5 years of experience in zoning administration; and 1-2 years of supervisory experience required; or any related educations and experience.
Certification as a Zoning Official or Zoning Administrator from the Virginia Association of Zoning Officials is required within one (1) year from date of hire.
SPECIAL REQUIREMENTS A valid driver’s license with an acceptable driving record.
An acceptable general background check to include a local and state criminal history check.
Physical Demands MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of office machinery and engineering tools including, calculators, facsimiles and engineering scales.
Requires the ability to exert up to 10 lbs.
of force occasionally to push or pull file cabinets.
Physical requirements are in excess of those for sedentary work.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar or divergent from obvious standards) of data, people or things.
Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information.
Includes receiving instructions, assignments or directions from superiors and advising the public on divisional policies.
Language Ability: Requires the ability to read a variety of survey results, civil engineering reports, zoning ordinances and permits.
Requires the ability to prepare correspondence, reports, etc.
, using prescribed formats.
Requires the ability to speak with poise, voice control and confidence.
Intelligence: Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts, and draw valid conclusions, to interpret an extensive variety of technical instructions in mathematical or diagrammatic form, and work with several abstract and concrete variables.
Verbal Aptitude: Requires the ability to record and deliver information, explain procedures, and follow oral and written instructions.
Must be able to communicate effectively and efficiently in a variety of technical or professional languages including civil engineering terminology.
Numerical Aptitude: Requires the ability to add and subtract, multiply and divide, utilize decimals and percentages, interpret graphs, and perform calculations involving variables, formulas square roots and polynomials.
Form/Spatial Aptitude: Requires the ability to interpret a variety of graphs, zoning maps, physical survey results, architectural plans, etc.
to ensure the compliance to city policies.
Motor Coordination: Requires the ability coordinate hands and eyes rapidly and accurately in using office equipment and occasionally surveying tools.
Manual Dexterity: Requires the ability to handle a variety of items such as engineering and architectural tools.
Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Does not require the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to perform a variety of duties, often changing form one task to another of a different nature without loss of efficiency or composure.
Requires the ability to adapt to situations requiring the precise attainment of set limits, tolerances, or standards.
Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words.
Hearing: perceiving nature of sounds by ear.
) Must be able to communicate via telephone.
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS The City of Portsmouth is an Equal Opportunity Employer.
ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities.
Prospective and current employees are invited to discuss accommodations.
This is a class description and not an individual position description.
A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.