Permit Specialist

PERMIT SPECIALIST
BUILDING INSPECTIONS

General Statement of Duties
Performs specialized administrative and recordkeeping work in the acceptance, tracking, and issuance of building permits in support of the construction inspection process.

Distinguishing Features of the Class
An employee in this class provides specialized administrative and record-keeping duties in support of the building inspection and permitting process for the County. Duties include greeting customers in person and by phone and answering questions regarding the building and inspections permit process; accepting and reviewing building permit applications; verifying and entering a variety of data into the computer; initiating the permit process and sending to relevant staff for review; calculating fees associated with permitting a building project and issuing deposits; scheduling inspections; issuing certificates of occupancy; preparing and sending monthly contractor invoices; maintaining daily deposits and ensuring monies paid are applied to the proper permit; and scanning and maintaining related documents. Office management duties include processing department invoices, notarizing documents, preparing department reports, updating department website, processing department timesheets, maintaining office supplies, making bank deposits, and maintaining electronic and hard copy files and records. The work involves application of knowledge to verify and determine if permit applications meet specified requirements; significant public contact requiring tact, courtesy, and firmness; and the ability to communicate technical information to non-technical individuals. Work is performed under general supervision and is evaluated through observation, conferences and the quality and effectiveness of the work completed.

Duties and Responsibilities
Essential Duties and Tasks

• Answers the phone, greets visitors, checks voicemail and email regularly; responds to questions on policies and procedures and provides information on the inspections and permitting process requirements. Accepts and reviews permit applications and plans for completeness prior to acceptance of application; verifies approvals and appropriate signatures; enters permit information electronically into the tracking system; scans and maintains documents.
• Ability to operate/be trained in building inspections software.
• Calculates and collects applicable fees for residential and commercial permit applications; provides receipts and compiles transaction reports; tracks and balances payments for construction projects; prepares daily bank deposit; prepares and issues monthly invoices for inspections.
• Schedules building inspections and re-inspections as requested; coordinates inspections and any changes; tracks and assigns reviews.
• Issues building permits and Certificates of Occupancy upon approval; prepares any associated correspondence.
• Establishes and maintains project files and records of permits issued; enters permits, inspections and re-inspections information into computer and creates and maintains hard copy files with applications, inspection reports, and related documents.
• Prepares and mails out monthly contractor invoices.
• Performs a variety of administrative support for the department; prepares requisitions and processes department accounts payable; processes credit card bills; maintains department office supplies; maintains department website with updated forms and information.
• Summarizes information and selects data from varied sources to prepare records and reports of financial and inspection activities including end-of-month reconciliations; conducts research of files for information requested by other departments, organizations, contractors, realtors and the general public.
• Compiles forms, permits, notices, licenses or form letters with designated information.

Additional Job Duties
Performs related duties as assigned.

Recruitment and Selection Guidelines
Knowledge, Skills and Abilities

• Considerable knowledge of building construction process and permitting requirements.
• Ability to multi-task and deal with interruptions.
• Considerable knowledge of modern office practices and procedures including software for database management, word processing and spreadsheets.
• Working knowledge and ability to use correct grammar, vocabulary and spelling.
• Ability to prioritize work and perform a considerable volume of detailed records work.
• Ability to establish and maintain effective working relationships with department staff, builders, developers and the general public.
• Ability to interpret building permitting requirements and regulations and give information and instructions on departmental programs and procedures based on inquiries.
• Ability to work with data and figures, perform required arithmetic calculations, and develop and maintain spreadsheets required in the work.
• Ability to plan and organize administrative support activities and tasks.
• Ability to create and maintain accurate detailed records and files and to gather and compile data from a variety of sources to produce required and requested reports.

Physical Requirements

• Must be able to physically perform the basic life operational support functions of stooping, reaching, pushing, pulling, lifting, fingering, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Must possess the visual acuity to compile and compute data and statistics, operate a computer, perform visual inspections, proofread materials and do extensive reading.

Desirable Education and Experience
Graduation from high school and recordkeeping and clerical experience involving extensive public contact, preferably in the building or construction industry, or an equivalent combination of education and experience.


Special Requirements
Possession of a Notary Public Certification or the ability to receive one within the first 3 months of employment.

Special Note: This generic class description gives an overview of the job class, its essential job functions, and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job questionnaire with a physical abilities checklist which can give further details about that one specific position. Those documents should be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal and defensible personnel decisions