Permit Specialist

Purpose of Position

Purpose of Position

Performs a variety of office tasks of technical and specialized permit processing duties including residential and commercial plans intake, customer counter assistance, permit tracking, plan review coordination and other technical duties in support of the receipt, processing and recordkeeping functions of the City’s permitting section. Provides information and assistance to customers in applying for and obtaining City permits. Provides and coordinates information with other agencies and departments about projects in the permit process and regarding current State and City code requirements. Supports service delivery with backup coverage for staff absences.

Essential Functions

ESSENTIAL FUNCTIONS

~ Provides high-quality service to residents, businesses, applicants, and other stakeholders on matters related to building permit program areas. This includes but is not limited to services offered and inquiries answered via “walk-ins” at the office, phone calls and email. Explains to applicants the requirements and the current process status of projects to clarify timelines, improve communication and minimize service delivery contention. Refers technical questions to the appropriate staff. 30%

~ Under general supervision, receives, reviews and processes residential and commercial construction documents and applications received from the public; reviews applications to ensure accuracy and completeness; assists in completing applications; provides information regarding the application process, adopted state and city codes, and ensures adequate information is being submitted for review. 15%

~ Coordinates the building division”s plan review, permitting, and inspection processes by: Receiving plans and permit applications; distributing files to and collecting information from review entities; entering data into permit management software; communicating with applicants and staff performing plan review and inspections; maintaining records of permits and inspections; and other similar activities. Receives approvals from other agencies and departments and prepares and issues building code related permits, ensuring that other agencies and department requirements have been addressed. 15%

~ Receives and sets up inspection requests, coordinates inspections with inspectors and contractors, monitors performance and efficiency of the inspection program and makes corrections and changes to the program as necessary. 15%

~ Efficiently and effectively uses current and future department permit and plan review software to maintain and update permit and inspection status and current processing steps to ensure an accurate project status is reflected. Monitors the permit review process by routing applications and plans and tracking applications through the approval process; ensures timely processing of application requests. 15%

Auxiliary Job Functions

AUXILLIARY FUNCTIONS

~ Assigns addresses for new subdivisions and construction sites based on established practices. Notifies appropriate agencies and individuals of new or changed addresses.

~ Maintains safe work habits and contributes to the safety of self, co-workers and the general public.

~ Maintains consistent and regular job attendance and adherence to working hours.

~ Effectively and clearly communicates to others verbally and in both electronic and physical written form.

~ Must develop and maintain positive working relationships with supervisors, co-workers and customers.

Knowledge, Skills and Abilities

Knowledge –

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Professional verbal and written communication skills.

Digital and physical file management and record-keeping procedures.

Customer service techniques and practices.

Ability –

Effectively use designated City permit processing software (required).

Learn other software utilized within the department, which may include but is not limited to, Microsoft Teams, Microsoft OneDrive, Dropbox, Bluebeam, Adobe Acrobat, TeamGIS, Energov, ePlan/Project Dox, iG Inspect.

Provide high-quality customer service to citizens, contractors and other customers, often during time sensitive and/or demanding circumstances with competing needs.

Professionally and effectively coordinate with other agencies and City departments.

Communicate clearly, concisely, and professionally, both orally and in writing.

Flexibly adapt to and adopt changing technology and practices.

Work effectively with the public, vendors, service providers, and City staff.

Organize office environment and workflows efficiently.

Manage time efficiently and effectively.

Self-direct and organize routine tasks for timely completion.

Desirable Qualifications –

Knowledge of planning and building programs, policies, related procedures and terminology; experience in a local government community development office.

Permitting experience or similar experience in construction administration and processes.

Knowledge of records retention and maintenance requirements for Oregon public agencies.

Multilingual; especially speak and/or read/write Spanish and/or Russian.

Experience with ArcGIS or similar mapping software.

Physical Demands – Frequently sit, stand, bend, kneel, stoop and reach. Move materials weighing up to 5 pounds on a regular basis and move materials weighing up to 20 pounds on an occasional basis. Hearing, speaking and seeing. Manual dexterity, coordination and repetitive motion are required over 70% of the work period while operating equipment (i.e., computer, calculator, etc.). Working Conditions – Office environment with frequent interruptions throughout the day. Supervisory Responsibilities – Supervision is not a typical function assigned to this position, however, may provide training and direction to the back-up designee for the position. May provide training and orientation to newly assigned department personnel. Supervision Received – Works under the general supervision of the Community Development Director. May receive guidance from the Building Official or other City staff. Education and Experience

EDUCATION & EXPERIENCE:
Typically demonstrated through a high school diploma or GED, and two years of related office experience, or any equivalent combination of education and experience which provides the applicant with the knowledge, skills and training necessary to perform the job.

Highly desired:
ICC Permit Technician Certification, and prior local government experience in building construction or inspection environment which provides knowledge of permit processes, regulations, laws and requirements. Special Requirements/Licenses

REQUIRED LICENSES/PERMITS:
Possession of valid driver”s license and

acceptable driving record. Disclaimer

DISCLAIMER: THE ABOVE DESCRIPTION COVERS THE MOST SIGNIFICANT DUTIES PERFORMED BUT DOES NOT INCLUDE ALL DUTIES THAT MY BE PERFORMED BY AN EMPLOYEE OF THIS CLASSIFICATION. Application Special Instructions