Administrative Coordinator

Salary : $45,869.00 - $54,547.00 Annually
Location : Germantown Village Hall- N112 W17001 Mequon Road
Job Type: Full-Time
Job Number: 2024-8
Department: Development
Opening Date: 03/19/2024
Closing Date: 4/5/2024 4:00 PM Central
Summary of Job
The Village of Germantown is excited to announce it is recruiting for a new Administrative Coordinator position in the Community Development Department. This position is the initial person interacting with residents, property owners, business operators, and others doing business with the Department. The ideal candidate will be the friendly face at the front counter delivering top-notch customer service who enjoys working in an environment where attention to detail is important.
This position performs a variety of administrative duties and tasks in support of the varied functions and responsibilities of both the Planning & Zoning Services Division and the Building Inspection Services Division in the Department. From responding to general inquiries and disseminating information regarding Village land use plans, zoning codes, and community & economic development proposals in the Village, to providing administrative and clerical support to the Village Planner & Zoning Administrator, to coordinating meeting agendas and assembling permit and development proposal information for the Plan Commission, to supporting staff in the Building Inspection Services Division, this position serves an important and necessary role in the Community Development Department.
The Village of Germantown has a population of approximately 21,000 and is located on the northwest fringe of the Milwaukee metro area. Although over 35 square miles in area, the Village of Germantown is only partially developed with both rural and suburban patterns of land use, character and lifestyle that impact the opportunities and challenges for this position. A planned expansion of the Village's sanitary sewer service area along Interstate US41, multiple and thriving tax incremental financing districts, and the Village's strong desire to develop and enhance the "Village Center District" as a pedestrian-accessible, mixed-use destination provide a variety of challenges that will keep the Department and this position engaged while providing numerous opportunities to learn, grow and develop within the organization.
So, are you ready to grow with us? Whether you are in this position for five three years or thirty, you will have the opportunity to expand your career and enhance your skills and experiences while following a path that supports your growth and sets you up for success. Our work environment is engaging and focused on collaboration and team building. You will have many opportunities and the financial support to attend training courses and expand your skills.
This is a full-time, in-person position with a typical work schedule of Monday to Friday 8:00am to 4:30 pm. However, the Village of Germantown recognizes the importance of employees having a proper work-life balance and supports alternative work arrangements including a flexible work schedule to help meet your lifestyle needs.
The starting salary range for this position is $45,870 to $54,550 annually with the potential for appointment above the starting salary range based on the amount and/or type of experience and administration approval. The position is in Pay Class 2 with a 2024 full salary range of $45,870 to $62,387. An exceptional benefit package is included.
The Village of Germantown rewards employees for exceptional work performance with an annual pay for performance incentive program. Employees may be awarded a salary increase, bonus, paid time off or a combination of each for exceptional work performance.
Essential Duties & Responsibilities

• Responds to voice mail, e-mail and in-person inquiries concerning basic property zoning and land use (or routes inquiries to other Department staff); Assists responding to resident, property owner, and business owner complaints concerning the Village's zoning and property maintenance codes;
• Processes purchase orders and payments of cash, credit card payments, Letters of Credit (LOC), and operates a cash register;
• Receives, processes, distributes, and files permit applications requiring staff and/or Plan Commission review and approval. Communicates with other departments regarding the status and scheduling of applications for staff review and Plan Commission & Village Board action;
• Prepares and creates agendas, transcribes minutes, assembles and distributes materials for Plan Commission meetings;
• Maintains paper and digital files and other records for the Department. Performs basic research of Village records, property assessment files, internet and other databases as needed. Drafts memos, letters and other correspondence to carry out the functions of the position or as directed by supervisors as necessary;
• Assists with code enforcement by conducting research, preparing files and reports, conducting on-site field inspections of properties and/or business operations, monitoring development plans and permits after approval, drafting notices and letters related to code violations and enforcement as needed;
• Assists with the operation and maintenance of the Department website and other data and information management systems, financial budgeting systems, billing and permit application tracking systems, and other record keeping functions the Department is responsible to maintain e.g. ZoningHub, GIS database, EnerGov, Tyler Technologies, Village website, Webex, CivicClerk, etc.;
• Coordinates with the Village Clerk's office with the preparation of public notices, property owner notifications, ordinances, resolutions, Village Board and committee meeting agendas and packets, and satisfying Freedom of Information Act (FOIA) requests as needed.
• Coordinates with the Washington County Geographic Information Services (GIS) staff to assign property addresses and keep up-to-date zoning and development application information on the Village's ZoningHub and Washington County GIS website;
• Assembles and distributes monthly permit information for Village departments and other public/private agencies (e.g. the US Census Bureau);
• Assists with updating the Department's application forms, fee schedules, Plan Commission meeting schedules as needed. Maintains & updates list of Letters of Credit (LOC), occupancy bonds, and other financial sureties;
• Assists with issuing and renewing weights & measures licenses, including drafting annual notices and licenses, and updating businesses lists of weighing & measuring devices;
• Maintains the inventory of and orders office supplies for the Department;
• Other duties and tasks needed to support the functions and responsibilities of the Community

Typical Qualifications

• Graduation from high school is required; an associate degree from an accredited university, college or school is desirable;
• Two or more years of experience in a municipal, county, or regional government agency is required; experience in a community development, land use planning, zoning, public administration, finance, or public works department is desirable; or
• Any combination of education, experience, knowledge, skills and abilities that demonstrate the ability to perform the duties of this position will be considered.
• Knowledge of, experience and ability to proficiently use Microsoft 365 and Office applications including Word and Excel is required;
• Knowledge of and experience using internet and/or cloud-based Geographic Information System (GIS) system software, e.g. such as the Village's GIS system or the Washington County GIS system and other computer and/or other internet or cloud-based mapping and presentation software applications is desirable or attainable within (3) months;
• Knowledge of and ability to read and comprehend real property legal descriptions and tax parcel records is desirable or attainable within (3) months;
• Knowledge of and ability to research and comprehend land use planning and zoning code terms, Wisconsin statutes, Village zoning codes (i.e. General Zoning Code, Floodplain Zoning Code, and Shoreland-Wetland Zoning Code) is desirable or attainable within (3) months.

Culture of Learning & Development
The Village of Germantown is committed to future investment by providing training resources to encourage employee professional development and growth within our organization. While employed with the Village of Germantown, employees have the opportunity to pursue their career goals, and interests by participating in the following programs:

• Tuition Reimbursement Program
• Supervisory Trainings
• Skill Development Trainings
• Self-paced learning opportunities
• Professional Association membership dues paid by the Village

Employer Paid Leave

• Holidays :11 paid Holidays per year.
• Sick Days :12 days/year, effective the first full month of employment (max 150 days).
• Bereavement: 3 days
• Paid Vacation: Employees earn vacation leave beginning the first day of employment and are eligible to use it as you earn it.

Vacation hours Accrual Rate
Recreation Discounts
Employees are given discounts for our Park & Recreation Programs as well as discount to our Kids Klub childcare.
Wellness Program
The Village of Germantown's Go365 wellness incentive program automatically integrates members' activity data from connections to apps, devices, gyms, studios and more so members can earn Points no matter how they're exercising. Employees earn wellness rewards for taking care of their everyday health-from completing fun activities and Challenges to regular dental exams and wellness checkups.
Employee Assistance Program
The EAP is available at no cost to all employees and their household members. The EAP provides confidential guidance on legal, financial and personal issues that could affect your health, relationships and job performance.
Health Insurance
United Medical Resources (UMR) through United Health Care. Effective on the first day! Employees have a 12% premium share with wellness participation or 25% premium share if they choose to not participate in the wellness program.

• Gold Plan - Deductible: $1,000 Single; $2,000 Family
  • Premium - $120.64/month Single; $289.55/month Family
• Silver Plan - High Deductible Health Plan with HSA contribution*
  • Deductible: $2,500 Single; $5,000 Family
  • Premium $103.20/month Single; $247.69/month Family
  • *HSA Village Contribution - $1,250/year Single (quarterly); $2,500/year Family (quarterly).

Dental Insurance
$1,300 annual benefit per eligible person; Premium paid 100% by the Village with $25 deductible.
Life Insurance
Employer-paid basic premium, value equal to 100% of the employee's annual salary rounded to the highest $1,000 with employee option to purchase up to two additional increments for a total of 3 times the employee's annual salary.
Long Term/Short Term Disability Insurance
The Village of Germantown offers a Short Term Disability plan through ETF to any regular employee that works at least 24 hours per week. The premium is paid 100% by ETF and the plan pays a monthly benefit of 75% of monthly base salary after the employee has been off work for 30 days.
Supplemental Benefits
Accident Insurance and Vision Insurance
Retirement
Wisconsin Retirement System pension program participation with Employee Share 6.5% gross wage. Optional participation in a 457 Deferred Compensation Plan.
Flexible Spending Plan
Diversified administered program (Section 125) with ability for pre-tax payment of qualifying medical, dental, and childcare expenses (up to federal limits)
Pay Periods/Direct Deposit
Village employees are paid bi-weekly, every other Monday. As an added convenience and safety measure, the Village requires all new employees to sign up for direct deposit of their payroll checks.