Permit Specialist Coordinator

Job Summary

Under general supervision, performs a variety of administrative assistant duties in support of the Development Services Director. This position oversees daily permit operations and permit techs, to ensure procedures and city processes are followed, this position will fill in when needed creating permits, scheduling inspections, preparing, and distributing monthly reports to the department director, prepares statistic reports, prepares deposits daily and reconciles with Finance department on bank deposits. Maintains records in data base to ensure compliance with city requirements. The ability to always remain professional and resolve conflicts with citizens and contractors.

Essential Job Duties

• Adhere to all City policies and procedures as outlined in the Employee Handbook, in particular:
  • Attendance Policy
  • All Safety Policies and Procedures
  • Appropriate business casual attire for office personnel and proper uniform attire for those departments that are so designated (Police, Fire, and Public Services Departments).
• Perform a variety of administrative and clerical functions for the Development Services Director including receiving and processing development documents and recording plats, reviews permit applications for completeness if needed, assist with department processes such as assigning addresses to undeveloped lots, answering phones, scheduling pre-development and other meetings, creates agendas and minutes for boards and commissions. Coordinates and trains permit techs on day-to-day operations. Must be able to communicate with citizens and contractors daily about complaints or concerns and maintain a professional attitude.
• Receive and review building applications for required development documents and approvals; calculate and/or verify square footage; route and track drawings, maps, plans and applications; notify contractors and the citizen of permit status; calculate and collect proper fees and issue necessary permits. Works closely with the Code Compliance Division on Stop Work Orders and Substandard Structures.
• Receive and respond to questions, inquires, and requests from the public on permits, inspections, and City Ordinances. Provide information to citizens and assist applicants in completing building permit applications and associated forms; explain and provide information regarding codes, regulations, and processes; refer callers to appropriate City staff for further assistance.
• Contact internal and external departments and agencies to obtain a variety of information resulting from permit issuance including information regarding City Ordinances, inspection requests and scheduling, plan review requests and submitting them to the proper department daily, follow-up data entry into Smart Gov program for all inspections and permit information and case notes.
• Process purchase orders and invoices; input accurate invoice data into electronic purchasing system for payment reconcile invoices with Finance Department's financial reports and vendor statements; requisition and receive purchase orders electronically.
• Type, proofread and word process a variety of documents and forms including general correspondence, reports, and memoranda from rough draft or verbal instruction; disseminate information as appropriate.

• Maintain accurate and up-to-date files and records for the building department; monitor various logs, accounts, and files for current and accurate information.

• Must obtain Permit Specialist Certification within one year from ICC.

All other duties as assigned.