ADMINISTRATIVE PROGRAM COORDINATOR & CLERK OF THE HEARING EXAMINER

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 Administrative Program Coordinator & 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 management is preferred.

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