Permit Technician

Job Title

Under general supervision, the purpose of the position is to provide customer service and perform typing, data-entry, clerical and filing duties for the Building Division of the Development Services department. Employees in this class perform specific clerical functions requiring specialized knowledge of departmental rules and regulations, and apply acute attention to detail. Position accepts applications for permits, releases utilities, accepts building fees and responds to requests for information from building professionals and the general public. Position is responsible for document preparation, file maintenance on computer and engages in public contact, both in person and by telephone. Position is also responsible for answering telephone calls, providing information regarding departmental programs/services, preparing/typing documentation, entering data into computer, maintaining files/records, and processing departmental mail and documentation. Performs related work as required.

Essential Functions/Knowledge, Skills, & Abilities

Essential duties and responsibilities include receiving submittals, tracking and processing all residential, swimming pool, fence and miscellaneous permits. Maintaining tracking of construction inspections, re-inspections, re-inspection fees, and erosion control fees on residential and commercial projects. Maintaining tracking data for all development projects, including the appropriation of erosion fees from the developer's escrow accounts. Researching and using the applicable Building, Electrical, Plumbing and Mechanical Codes as well as the Zoning Ordinance to assist customers with Code issues. Coordinating Certificate of Occupancy inspection requests with all applicable departments. Maintaining through digital imaging all relevant documentation for commercial, residential and multi-family permits, inspections and Certificates of Occupancies. Processing the release of temporary and permanent gas and electrical power to every commercial and residential construction project. Coordinating with all utility providers within the City. Providing high volume of customer service, including counter customers, answering telephone inquiries regarding permit requirements status of submittals, inspection results, zoning and code regulations, and fees. Processing requests for inspections; providing scheduling information to Combination Building Inspectors and appropriate City officials, through extensive use of the H.T.E. and Voice Response System. Receiving all monies for every department in Development Services through the H.T.E. receipts processing system. Handling large amounts of cash, checks and credit cards, balancing cash drawer and reconciling end of the day cash receipts reports daily. Performing end of the day procedures and compiling daily reports regarding funds received and distributed for each department in Development Services. Responsible for the registration and validation of electrical, plumbing, and mechanical licenses for each subcontractor working within the City. Providing general technical support to the Chief Building Official, the Assistant Chief Building Official and the Building Inspection Staff. Processing applications, forms, and other documentation pertaining to programs, projects, or services of assigned department: reviewing incoming documentation to ensure accuracy and completeness; assigning case/identification numbers to applications/documentation; providing information regarding program requirements or issues to customers; forwarding documentation to appropriate personnel for action/processing. Creating, maintaining, and updating departmental databases: receiving departmental forms/applications and entering data into computer database; updating current status of data in computer; generating computer reports. Answering telephone calls and greets visitors: ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary. Performing customer service functions in person, by telephone, and by mail: providing information/assistance regarding City, department, or division services, procedures, documentation, fees, or other issues; assembling and/or distributing forms, packets, or other documentation as requested; responding to routine questions or complaints; researching problems/complaints and initiating problem resolution. Receiving monies in payment of various fees or services: recording transactions and issues receipts; posting payments into computer; balancing revenues and forwarding revenues as appropriate. Posting/updating departmental information on City/departmental web page, bulletin boards, or other locations. Performing data entry functions by keying data into computer system: entering, retrieving, reviewing or modifying data in computer database; verifying accuracy of entered data and making corrections. Receiving various forms, reports, correspondence, logs, schedules, reports, requisitions, submittal documents, policies, procedures, manuals, maps, directories, catalogs, reference materials, or other documentation; reviewing, completing, proofreading, processing, forwarding or retaining as appropriate. Maintaining file system of various files/records for the department: preparing files, organizing documentation, and filing documents in designated order; retrieving/replaces files; shreds/destroys confidential or obsolete documents. Operating fax machine to send/receive documentation: distributing/delivering incoming faxes to appropriate personnel; replenishing fax paper and cover sheets. Processing incoming/outgoing mail: sorting, organizing, opening, stamping, and/or distributing incoming mail; receiving/signing for incoming mail/packages and delivering to appropriate personnel; processing outgoing mail. Conducting research of department files, database records, hardcopy materials, Internet sites, or other sources as needed. Monitoring inventory of service counter supplies and forms: ensuring availability of adequate materials to conduct work activities; initiating requests/orders for new or replacement supplies. Operating a personal computer, scanner, printer, general office equipment, transcriber, telephone, shredder, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, desktop publishing, e?mail, Internet, or other computer programs; performing basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner. Preparing documentation for digital imaging daily. Performing related duties as required. Comply with all written City policies and procedures. Adhere to assigned work schedule as outlined in City and department attendance policies and procedures.

Knowledge, skills, abilities, and behaviors include the ability to review, classify, categorize, prioritize, compute, locate and analyze data and/or information. Includes the ability to perform subsequent actions in relation to these computational operations. The ability to provide guidance, assistance, instruction and/or interpretation to citizens, developers and builders regarding the requirements and applications of procedures and standards to specific situations. The ability to use AS400, H T E Naveline, Digital Imaging System, the Voice Response System, Microsoft Word, Access and Excel programs. The ability to understand and utilize a wide variety of resources such as the International Building Code, the International Residential Code, City of McKinney's Code of Ordinances. The ability to read plot plans and site plans of residential and commercial projects and the ability to read and interpret blueprints; and knowledge of construction codes and ordinances. The ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; ability to utilize principles of fractions; ability to interpret graphs. The ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives. The ability to exercise the judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties that are often characterized by frequent change. The ability to perform coordinated movements, such as operating a computer terminal, printer, calculator, copier and various other office equipment. The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect. Build professional relationships with internal staff and customers. Offer flexibility and adaptability, especially during times of change. Communicate effectively both orally and in writing. The ability to pass a drug screen and a background check.

Required Qualifications

High school diploma or GED. Two (2) years previous experience in data tracking, cash receipts and automated systems usage AND/OR training and experience in the building permits field. International Code Council Permit Tech Certification or ability to obtain ICC Certification within 12 months of hire date. Any work related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.