PERMIT SERVICE SPECIALIST PT (TEMPORARY ASSIGNMENT)

Job Title

This is a specialized technical position that provides customer service to process permit applications and plan submittals from the initial submittal through permit issuance, schedule inspections, update contractor registration, and perform other administrative duties related to permitting and associated items within the Community Development Department.

Job Description

Incumbents in this classification are responsible for permit application and plan intake, plan review routing and tracking, invoicing and fee collection, permit issuance, scheduling of inspections, and other processing related to permitting and any other regulatory process within the Community Development Department. A significant part of the work involves guiding customers through the permitting process, reviewing permit applications, plan submittals, associated documents, and licensing to ensure the minimum submission requirements have been met and to determine the correct permit classification. Other work duties include inputting and verifying permit related data in our system, routing and tracking plan reviews, collecting fees, scheduling inspections, assisting customers with questions, coordinating with internal and external governmental agencies, and performing other permit related duties. This position requires the ability to work in a fast-paced environment and use tact and independent judgment to review and answer permit requests with property owners, business owners, attorneys, real estate agents, architects, engineers, contractors and residents. This position is expected to work with minimal supervision and make independent work decisions based on experience and knowledge of departmental operations. In extreme or unusual situations, difficult technical, policy, or procedural matters are referred to a superior for resolution. Under the supervision of an assigned Supervisor, work is reviewed through observation of operations, personal conferences, achievements of stated expectations and goals, customer service, and adherence to City and departmental practices and policies. This classification involves clerical work in reviewing and tracking building permit submittals. An employee in this position determines the types of permits required and related fees; reviews completion of permits submitted; and processes related certifications. This position also deals with the public, takes inspection calls, handles payments, makes daily deposits, and maintains related records.

Examples of Duties

Essential Job Functions

• Provides superior customer service and conveys information to contractors, design professionals, homeowners, business owners, residents, and various other individuals concerning the status of their permits through various media types.
• Reviews permit applications, plans, and related documents submitted by contractors, design professionals, homeowners, business owners, and various other individuals for completeness and the minimum submission requirements and determines the correct permit type the applicant should apply for. This includes both hard copy and electronic submittals.
• Inputs, verifies, and updates) permit application data in the City's computer system.
• Identifies the appropriate review agencies (specific disciplines within the Building Division, Fire Department, Planning Division, Engineering Division, Landscaping and additional Departments or agencies) and routes plans for review to these agencies.
• Notifies appropriate parties involved in the plan review and permit application process of status throughout process, including but not limited to reviewers, applicants, and homeowners.
• Verifies and accesses fees, creates invoices, and collects fees related to permitting within the Department.
• Processes approved plans for issuance and issues permitted plans once all required fees are collected and associated requirements are met.
• Schedules inspections and routes telephone calls regarding inspection time frames and questions.
• Responds to public inquiries in a courteous manner; provides information within the area of assignment; resolves complaints in an efficient and timely manner.
• Educates customers in permitting procedures and explains actions required for permitting processing.
• Demonstrates a polite, helpful and courteous manner when engaged in any activity involving the public while demonstrating an understanding, consideration, and respect for cultural, religious and gender differences.
• Interacts and consults with a variety of individuals and groups in the performance of job responsibilities, including City personnel in various departments, outside agencies, property owners, business owners, community groups and others.
• Participates in process improvements for the Department.
• Performs related work as required.

Requirements

Education

• Graduation from an accredited high school/vocational school or have a G.E.D. equivalency.

Experience

• Reasonable experience performing administrative duties, including customer service and public interaction.
• Experience providing administrative support or issuing permits in a construction, architecture, engineering environment or closely related field preferred.

Necessary Special Qualifications

• Considerable knowledge in the operation computer applications/software such as Microsoft Word and Excel required (Must pass Word/Excel pre-employment assessment)

Physical Requirements

• Light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials up to thirty (30) pounds. Descending and climbing stairways and extended periods of sitting and standing may be required

Work Environment:

• Work is performed primarily in a standard office environment. Tasks are regularly performed without exposure to adverse environmental conditions.

Sensory:

• The ability to perceive and differentiate visual cues or signals. Tasks require the ability to communicate orally and in writing.

Supplemental Information

Knowledge, skills, and abilities include knowledge of the applicable ordinances, rules and regulations, which pertain to the issuance of permits and development process within the Department. Knowledge of departmental procedures in the receipt and recording of cash and non-cash payments. Knowledge of principles and methods of public record maintenance. Knowledge of fees pertaining to each type of permit. Knowledge of office practices, procedures and equipment. Considerable skills in the operation of computers, word processing, permitting software including electronic permitting, and PC applications. Ability to meet with the general public and contractors to explain the plan review and permitting process. Ability to ascertain the different types of permits and fees applicable to each construction project. Ability to establish and maintain effective working relations with employees within the Division, Department, and City, as well as external customers such as builders, contractors, property owners, representatives of commercial, industrial, and utility companies, and outside organizations with the goal of fostering positive employee relations and employee morale. Ability to understand and carry out moderately complex oral and written instructions. Ability to effectively communicate and educate the general public in layman's terms. Ability to make decisions in accordance with procedures, laws and regulations and apply them to the job. Ability to maintain clerical records and prepare various reports according to City and departmental requirements. Ability to manage tasks effectively and meet deadlines; ability to manage multiple, high-priority assignments. Ability to communicate effectively and persuasively, both verbally and in writing to individuals as well as groups. Ability to withstand pressure of competing priorities and varied responsibilities and to work efficiently and effectively to develop win-win solutions. Ability to meet with the public, and explain processes tactfully and impartially, sometimes in a stressful or emotional situation. Ability to work in a fast-paced environment.