ADMINISTRATIVE PROGRAM COORDINATOR & CLERK OF THE HEARING EXAMINER

Job Description

OVERVIEW

Kitsap County is seeking a highly organized Program Coordinator to serve in a critical role supporting the Hearing Examiner. This position is central to the successful coordination of complex land use applications, public hearings, legal notices, agendas, records, and interagency processes-helping ensure that decisions are made efficiently, transparently, and in accordance with Kitsap County Code and applicable laws.

This is an exceptional opportunity for an experienced administrative professional ready to take the next step in their career. As Administrative Program Coordinator & Clerk of the Hearing Examiner, you are a key support resource for the Planning Commission, and you will serve as a trusted technical expert, administrative team lead, and critical link among planning staff, applicants, government agencies, elected and appointed officials, and the public. Your work will directly support effective public participation, sound land use processes, and responsive county government. If you are motivated by meaningful public service and enjoy bringing structure to complex processes, this position offers the opportunity to make a lasting organizational and community impact.

As the Clerk of the Hearing Examiner, you will:

• Lead day-to-day coordination of administrative staff, assigning coverage of essential duties, resolving prioritization conflicts, coordinating additional support, and ensuring continuity of critical operations.
• Mentor administrative team members by facilitating team meetings, providing training and technical guidance, supporting professional development, and offering performance and development input to the supervisor.
• Coordinate workflow across internal stakeholders and office support staff, monitoring service-level commitments and ensuring assignments are completed accurately and within required timeframes.
• Serve as the Clerk of the Hearing Examiner, coordinating the complete administrative process for land use applications scheduled for public hearing.
• Navigate complex public hearing processes by receiving and reviewing applications, identifying required actions, coordinating technical reviews, preparing agendas, and ensuring compliance with applicable laws, regulations, and Kitsap County Code.
• Coordinate public hearing logistics among planning staff, project engineers, applicants, affected government agencies, the Hearing Examiner, and members of the public.
• Prepare legal notices, public hearing notices, agendas, staff reports, land use binders, published decisions, and other documentation necessary for legally compliant and well-organized hearings.
• Ensure timely publication and distribution of legal advertising and hearing materials to affected agencies and the public.
• Provide training and guidance on parliamentary practices to department management, planning staff, and administrative support staff to promote orderly and legally compliant public hearings.
• Monitor project readiness and performance metrics, identifying quality-control issues, process inefficiencies, and opportunities to improve the land use hearing process.
• Coordinate and support Requests for Proposals and related contracting activities for the Hearing Examiner and other program needs.
• Monitor and approve expenditures associated with the Hearing Examiner while supporting contract compliance and responsible use of public resources.
• Provide direction to Office Support Assistants performing essential land use permit support functions, including application notification, records preparation, legal notices, document publication, and hearing indexing.
• Provides oversight and guidance for the Planning Commission program.
• Lead and contribute to department-wide process improvement initiatives, including documenting key processes and identifying opportunities to improve efficiency, consistency, service delivery, and quality.
• Maintain accurate, accessible, and confidential records while supporting effective public information dissemination and responsive customer service.

What you bring:

• Bachelor's degree in Business Administration, Business Management, or a field closely related to the program from a college or university accredited by an agency recognized by the U.S. Department of Education AND at least one year of progressively responsible office experience demonstrating the ability to independently coordinate complex administrative or program responsibilities OR
• Associate's degree in Business Administration, Business Management, or a field closely related to the program from a college or university accredited by an agency recognized by the U.S. Department of Education AND at least three years of progressively responsible office experience demonstrating the ability to independently coordinate complex administrative or program responsibilities OR
• At least five years of progressively responsible office experience demonstrating the ability to independently coordinate complex administrative or program responsibilities
• Relevant professional experience demonstrating the required knowledge, skills, and abilities may substitute for the educational requirement; however, work experience is essential and cannot be replaced by additional education.

Leadership Experience:

• Lead worker or supervisory experience is preferred, particularly experience assigning work, coordinating staff coverage, mentoring employees, resolving workflow issues, and supporting team performance.

Technical/Industry Background:

• Experience coordinating complex administrative programs, workflows, projects, records, or public-sector processes.
• Working knowledge of government principles and procedures, including the ability to interpret and apply applicable local, state, and federal laws and regulations.

• Demonstrated ability to prioritize competing demands, manage multiple deadlines, and maintain accuracy in a high-interruption environment.

Specialized Expertise:

• Experience supporting a commission and/or public hearing process is preferred, providing familiarity with the preparation, coordination, documentation, and procedural requirements of public meetings.
• Experience with the Open Public Meetings Act is preferred, reflecting the importance of transparency, proper notice, public access, and legally compliant government proceedings.
• Experience taking minutes using speedwriting or an equivalent method is preferred, supporting accurate and timely documentation of public proceedings.
• Strong analytical and problem-solving skills, including the ability to identify operational issues, troubleshoot processes, and recommend improvements.

Communication/Interpersonal Skills:

• Exceptional oral and written communication skills, with the ability to convey complex procedures and requirements clearly to management, staff, applicants, agencies, and members of the public.
• Ability to maintain confidentiality and consistently follow County and department policies and procedures.
• Ability to facilitate productive team meetings, provide training, explain technical information, and serve as a trusted administrative resource.

Additional Preferred Qualifications:

• Experience coordinating land use applications, public hearings, commissions, planning programs, or related government processes.
• Experience developing, documenting, maintaining, and improving standard operating procedures and key business processes.
• Strong quantitative skills and demonstrated ability to monitor budgets, expenditures, contracts, and project resources.
• Ability to work collaboratively as a team member and cross-train on other Office Support Assistant functions within the department.
• Experience with records managementis preferred.

For the complete job description: Clerk of the Hearing Examiner
For more information about the Department: Department of Community Development

OTHER POSITION RELATED INFORMATION

• Who May Apply: This position is open to the general public. Applications will be screened for qualifications and completion of all the required materials and forms. The most competitive applicants may be contacted for further steps in the selection process, which may include testing for office and computer skills.
• This position is classified as exempt from overtime under the Fair Labor Standards Act (FLSA)
• This position is covered under a collective bargaining agreement with AFSCME 1308. Internal applicants should be aware that a change in union status or bargaining unit may impact your benefits and accruals. Please contact Human Resources if you have questions.

Application Requirements

All applicants, internal and external, must submit a complete and fully detailed application. Your application must clearly demonstrate how you meet all minimum qualifications for the position by the posted closing date. The County uses the information provided in the application (not the résumé) to verify relevant work experience and to determine placement on the pay scale if you are selected for the position.

To be considered, your application must:

• Be fully completed, including all supplemental questions. Provide specific and detailed information showing that you have performed the duties and gained the experience required for the role. Include the total years of relevant experience, quantified based on full-time equivalency. Applications that are incomplete, lack sufficient detail, or do not clearly demonstrate that the applicant meets all minimum qualifications will be screened out and will not move forward in the hiring process. Meeting the minimum qualifications is required.

• Kitsap County is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact our Human Resources Office.
• This recruitment is being used to fill an existing open position, and may be used to fill future openings for up to six (6) months.
• Work hours for this position are Monday - Friday, 8 a.m. - 4:30 p.m. Flexible hours and remote work options may be available in accordance with departmental policy and are subject to management approval.
• May be required to work over 40 hours in a work week, and outside normal business hours for evening public meetings and hearings. Residency Requirement: The successful candidate must reside in Washington State and perform their work within Washington State.
• Only authorized employees and hiring authorities have access to the application materials submitted. Per RCW 42.56.250, all applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant are exempt from public inspection.

At Kitsap County, we strive to take care of our team! Our employees are the greatest asset of Kitsap County, and we take pride in offering a highly competitive compensation and benefits package to all eligible employees.

County Paid Benefits Include:
Medical - Kaiser Permanente (HMO) or Aetna (PPO)
Dental - Delta Dental or Willamette
Vision - VSP
Flexible Spending Accounts (FSA)
Life Insurance - Basic, Accidental Death and Dismemberment (AD&D), Voluntary Term Life Insurance (VTL)
MetLife Long Term Disability
Voya Voluntary Insurance
Transportation incentives
Employee Assistance Program
Travel Assistance Program
Wellness program
Benefits become effective on the first calendar day of the month following the month in which the employee is hired except if the employee's hire date is the first calendar day of the month, benefits begin on the day of hire. More information about employee benefits is available on the county's website at: Benefits or the Kitsap County Digital Benefits Guide .

*Voluntary benefit options also available at the employee's expense

Retirement:
Employees are covered under the PERS retirement plan provided through the Washington State Department of Retirement Systems and Social Security.

Deferred Compensation (IRS Plan 457b): tax-deferred savings program

Holidays
11 paid holidays and 2 additional floating holiday per year, 1 additional floating holiday after 10 years of service.

Vacation Leave
New employees are credited with 48 hours of annual leave upon hire and will be begin accruing at the rate of 8 hours per month starting on their 7th month of employment. Employees may carry over 360 hours from one calendar year to the next. Annual leave accrual will increase upon tenure, as follows:
Upon completion of 2 years: 15 days per year (10.00 hours per month)
Upon completion of 5 years: 20 days per year (13.33 hours per month)
Upon completion of 10 years: 25 days per year (16.67 hours per month)

Sick Leave
All new hires will be credited with 48 hours of sick leave upon hire and will begin accruing at the rate of 8 hours per month starting on their 7th month of employment. Employees may carry over 1200 hours from one calendar year to the next.

***Part-time employees benefit contributions and leave accruals will be prorated***

Additional compensation that you may be eligible for:
Shift differential
Overtime
Stand by pay
Call-back pay

Current County Employees
If you are transferring or promoting into this position you are responsible for reviewing these benefit changes; prior to accepting a position. In addition, it is your responsibility to notify the Auditor's Payroll Division of a change in union status.

Union Membership
This position is covered under AFSCME Local 1308 Courthouse Employees collective bargaining agreement. To view the bargaining agreement please visit our website: https://www.kitsapgov.com/hr/Pages/Collective-Bargaining-Agreements.aspx

Student Loan Forgiveness Opportunities for Kitsap County Employees

Washington State offers several programs that may help eligible employees reduce or even eliminate their student loan debt.

Public Service Loan Forgiveness (PSLF) - Public Service Loan Forgiveness (PSLF) | WSAC
Employees working full-time for a public employer may qualify for federal loan forgiveness after making 120 qualifying monthly payments. PSLF allows you to check your eligibility, track your progress, and apply directly through the official PSLF portal.

Washington Health Corps (WHC) - Washington Health Corps | WSAC
Licensed health professionals may be eligible for loan repayment in exchange for serving in critical-shortage areas. Programs include:
• Washington Health Corps Loan Repayment
• Nurse Educator Loan Repayment (NELR)

If you think you might qualify or want to learn more, review the program guides and application details on the websites!

NOTE: This is a general overview of the benefits offered through employment with Kitsap County, and every effort has been made to ensure its accuracy. If any information on this document conflicts or is incorrect with the provisions of the Personnel Manual, applicable laws, policies, rules or official plan documents they will prevail. The Personnel Manual is available at: https://www.kitsap.gov/hr/Documents/Personnel%20Manual%202026/Personnel%20Manual%20-%202026.pdf

Closing Date/Time: 9/13/2026 11:59 PM Pacific