Plan Coordinator/Administrative Assistant

 

The Plan Coordinator/Administrative Assistant works under the supervision of the Director of Public Works. The
Plan Coordinator/Administrative Assistant, manages and distributes incoming plan submittals to Planning,
Building and Safety and Public Works (Engineering) Departments. The Plan Coordinator/Administrative Assistant
coordinates activities with other departments and agencies as needed. The position will also assist Public Works
in complying with environmental programs such as SB1383, MS4 permit, National Pollution discharge Elimination
System (NPDES), solid waste and recycling programs and others.

ESSENTIAL FUNCTIONS

The following is a list of typical duties assigned to this classification. The duties included on this list are
examples and not intended to be all-inclusive or restrictive.

• Assists customers and responds to inquiries regarding the need for approvals, permits and inspections,

application status and the general code compliance of designs, procedures and materials.

• Determines that the project has all prerequisite approvals prior to permit issuance. Assists in obtaining

proper signatures and declarations on applications.

• Creates files and records for special and standard inspections and final project completion. Verifies that

the necessary documents are retained for the period required and are available, as needed.

• Performs general office reception duties. Explains general rules and regulations, program and procedural

information and responds in person and by telephone to inquiries, routine complaints, and problems,
takes messages, and/or makes referral to appropriate source(s).

• Maintains database for the computer permit tracking system, record imaging system, division operational

reports and the seismic retrofit program. Prepares, maintains and archives plan review, permit, code
enforcement and inspection records. Performs data entry and checks data and information for accuracy.

• Oversees and facilitates recycling pickup and drop-off programs, ensuring compliance with applicable

federal, state, and local ordinances and guidelines.

• Coordinates recycling collection schedules to optimize service quality and efficiency; assigns technicians

and truck drivers to various routes.

• Provide administrative and analytical support (including answering phone calls).
• Interact directly and maintain effective working relationships with business owners, management

companies, maintenance companies and staff, customers, residents, community groups, and the general
public.

• Educate customers on the latest recycling regulations (i.e. AB 1826, AB 341, SB1383.).
• Serves the public at the permit counter on a regular basis; ensures that plans meet the requirements of

related building codes, regulations, and restrictions.

• Consults with engineers, architects, contractors, or the public to discuss problems with initial plans and

required changes.

• Performs field inspections in assistance to other work unit inspectors, or upon request of the Officials.
• Perform other related duties as assigned.
  

MINIMUM QUALIFICATIONS

Education, Training and Experience

• Graduation from high school or G.E.D.; AND
• Three (3) years of recent, paid, progressively responsible work experience in a private or public agency

involved in regulatory functions, permit processing or a closely related field, which included heavy public
contact.

Licenses, Certificate and/or Special Requirements

• A valid California class “C” driver’s license, safe driving record, and proof of insurance are required at the

time of appointment.

RECRUITMENT PROCESS

A complete City application and supplemental questionnaire (if applicable) are required to be considered for any
open positon. The City’s employment application is located at www.cityofhawthorne.org. Please complete all the
required information as provided on the form. Do not alter the application.

City Hall business hours are Monday through Thursday from 7:30 a.m. to 5:30 p.m. and closed every other
Friday. On the alternate Friday, City Hall hours are from 7:30 a.m. to 4:30 p.m. Please contact the Human
Resources Department at (310) 349-2950 with any questions regarding this recruitment. Note: Communications
from the Hawthorne Human Resources Office regarding this recruitment will be via email. Please periodically
check spam or junk mail folders.

All employment application materials received by the final filing deadline will be reviewed to determine the level
and scope of applicant qualifications for the position. All information provided by an applicant is subject to
verification. Incomplete applications will be rejected from consideration.

TESTING & SELECTION PROCESS

All properly completed applications will be reviewed and only the most highly qualified candidates will be invited
to continue in the selection process. The selection process may include a supplement questionnaire, a written
test, a performance test, and/or an oral interview to evaluate the applicant’s skill, training, and experience. An
applicant requiring reasonable accommodation during the testing and selection process must inform the City of
Hawthorne Human Resources Department at (310) 349-2950 at least seventy-two (72) hours in advance of the

established testing date.

Applicants completing selection testing with acceptable results will qualify to have their name placed on an
Eligibility List. The Eligibility List will be considered by the hiring authority to fill current and future vacancies for
the position.

VET ERANS’ PREFERENCE CREDIT

The City of Hawthorne provides Veterans’ Preference Credit to qualified candidates who are successful in the
examination process. To be eligible for this preference, a legible copy of DD214 upon application filing with the
Hawthorne Human Resources Department is required.

COMPENSATION AND BENEFITS

City employee may be eligible to participate in a benefit program including holidays, vacations, savings and
retirement plans, health programs, educational reimbursement and other benefits listed in the Hawthorne
Municipal Employee Association (HMEA) Memorandum of Understanding. Benefits may change due to
employer-employee negotiations.

Eligible City employees will participate in a defined benefit retirement plan administered by California Public
Employees’ Retirement System (CalPers).

For additional details, refer to the City’s website: www.cityofhawthorne.org under MOUs & Salary Schedules.

ABOUT THE CITY

Proudly Serving the Community for over 100 Years!

Incorporated in 1922, the City of Hawthorne currently has a population of nearly 87,000 within a six square mile
area. Ideally located near the Los Angeles International Airport, connected by rail to the Port of Los Angeles and
downtown Los Angeles, and surrounded by the San Diego (I-405), Harbor (I-110), and Glenn M. Anderson (I-
105) Freeways, the City of Hawthorne could easily be termed the "Hub of the South Bay." By virtue of its location,
Hawthorne affords easy, quick access to all that Southern California offers; culture, sports, entertainment,
mountains, and beaches. Temperatures in the area are always among the most pleasant in the Los Angeles
basin. The City of Hawthorne possesses a shared vision towards the future to create a great city and build an
economy, which supports the community's desire for a high quality of life.

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