Permit Specialist

Job Description

Job Description

JOB SUMMARY :

The Permit Specialist provides administrative and technical support for the building permit process. This position is responsible for reviewing permit applications for accuracy and completeness, calculating and collecting fees, issuing permits, and maintaining detailed records. The Permit Specialist serves as a primary point of contact for the public, builders, and contractors—offering guidance on permit requirements, submittal procedures, and application status. The role also involves coordinating with internal departments to ensure timely and accurate permit processing, with a strong emphasis on customer service, accuracy, and efficiency.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :

•             Provides exceptional customer service to homeowners, contractors, developers, and the general public regarding permitting processes, inspection scheduling, and code requirements.

•             Reviews, processes, and issues building, mechanical, electrical, plumbing, and related permit applications for accuracy and completeness.

•             Explains application procedures, submittal requirements, timelines, and applicable fees; assists customers in completing forms and navigating the permit process.

•             Verifies contractor licensing and documentation prior to permit issuance.

•             Calculates and collects permit and impact fees; prepares and balances daily receipts and deposits.

•             Inputs, updates, and retrieves permit data using permitting software; monitors application statuses and routes permits to the appropriate staff for review.

•             Responds professionally to inquiries, complaints, and open records requests by phone, email, or in person.

•             Participates in continuous improvement of permitting procedures, forms, and workflows to enhance customer experience.

•             Performs other related duties as assigned to support permitting operations.

Regular and predictable attendance is required.

MINIMUM QUALIFICATIONS REQUIRED :

Education and Experience:

High school diploma or equivalent; supplemented by two (2) or more years of clerical and/or customer service experience which provides the requisite knowledge, skills, and abilities for this position. Must be proficient with the Microsoft Office Suite.

Knowledge, Skills, and Abilities:

•             Excellent verbal and written communication skills to effectively and professionally interact with homeowners, contractors, staff, and the public—often under stressful or adversarial circumstances.

•             Strong customer service skills with the ability to remain courteous, empathetic, and solution oriented.

•             Ability to exercise a high degree of independent judgment and discretion, especially in handling confidential or sensitive information.

•             Proficient in modern office practices, procedures, and equipment, including standard filing systems and office protocols.

•             Computer literacy, including the use of permitting software, Microsoft Office Suite (Word, Excel, Outlook), and database entry.

•             General math skills for fee calculation, balancing receipts, and data reporting.

•             Ability to maintain accurate records and prepare clear, concise, and compliant reports, forms, and correspondence.

•             Capable of working under pressure, meeting deadlines, and managing competing priorities in a fast-paced environment.

•             Able to follow verbal and written instructions and follow through on assigned tasks with minimal supervision.

•             Strong organizational and time-management skills; able to plan, prioritize, and manage daily workload independently.

•             Problem-solving and conflict resolution skills to effectively address and resolve customer concerns or complaints.

•             Ability to establish and maintain cooperative working relationships with colleagues, other departments, and external stakeholders.

•             Ability to interpret and apply policies, regulations, and procedures in a consistent and professional manner.

•             Comfortable interacting with a diverse public, demonstrating professionalism, tact, and diplomacy.

Ability to communicate clearly and effectively, both orally and in writing.

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing);   operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours. 

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone. 

This class specification should not be interpreted as all inclusive.   It is intended to identify the major respon­sibilities and requirements of this job.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specifica­tion.