Permit Clerk

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Please do not contact Human Resources in regards to your application. Please use the online application system to monitor the status of your application. Your cooperation is appreciated.

Pays $30.66 to $35.58 per hour.  
Benefits include medical, dental, vision, and life insurance.  HRA VEBA account may also be provided.  Retirement benefits include a choice between PERS 2 or 3 and optional Deferred Compensation.  The City recognizes 11 paid holidays and provides 2 personal holidays annually.   Vacation leave is accrued at 0.0385 hours per straight time hour paid in the first 2 years of employment, with increases thereafter.  Employees earn 0.0462 hours of sick leave per regular straight-time hour paid.  More benefit details are available by clicking on the "Benefits" tab of this job posting.

Major Function and Purpose
The Permit Clerk performs skilled clerical duties necessary to the efficient operations of the DCD’s Permit Center.  The role may focus on Land Use, Zoning, Building, and/or Public Works permit processing and the associated file management and record keeping.

General Function
The Permit Clerk position requires a working knowledge and comprehension of codes, regulations, and guidelines pertaining to assigned permit types to provide appropriate clerical and administrative duties to the Permit Center.  The Permit Clerk also requires basic knowledge of other permit types and functions within the Permit Center to receive concurrent applications and provide service during absences of other clerical staff.  The incumbent processes permit applications; maintains and provides records from permit files; communicates relevant situations and information to the Permit Center Manager; answers multi-line phone system; attends to front counter visits; and provides administrative and other general assistance to the Permit Center.
 
Supervision Responsibilities
This is a non-supervisory position.Job Duties and Responsibilities
This job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements.  Specific duties and responsibilities included in this job description are not limited to and in no way imply, that these are the only duties to be performed.  Employees occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties as assigned by the supervisor.  Work is reviewed periodically for accuracy, adequacy, and adherence to instructions and established procedures.
 
As determined by permit type assignment (Building, Planning/Land Use, or Public Works), the specific job duties may vary; however, all Clerks have the same level of responsibility and require the same level of accuracy and attention to detail in their performance. While any one position’s regular job assignments focus on a specific permit type, all employees may be required to perform other Permit Center-related duties as assigned. Such assignments may include working in other permit type areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload. Clerks are expected to be cross-trained and to follow standard operating procedures in areas where they have less familiarity.
 

• Provide quality customer service at the front counter, over the phone, and in electronic communications using tact, patience, and courtesy.
• Assist applicants by providing handouts, forms, and information on submittal requirements, fees, and the permit process.
• Receive permit applications and review for counter completeness.
• Enter permit application data and fees into the computer-based permit tracking system.
• Verify contractor licensing and property ownership on permit applications.
• Provide scanning, copying, and printing services for application processing and distribution.
• Schedule pre-application, pre-construction, and other meetings as needed and other appointments as directed by the supervisor.
• Assist with meeting preparation.
• Schedule inspections.
• Package approved permits for issuance and dispense permits.
• Perform filing, record keeping, typing, copying, scanning, printing, mailing, and maintain hard copy and electronic files.
• Adhere to the Permit Center’s office routines, productivity standards, policies, and procedures.
• Operate office equipment such as copier, personal computer, digital imaging scanners, printers, multi-line telephone, and calculator.
• Create and input data to electronic spreadsheets and other computer programs.
• Utilize electronic data sources for mail merge, reports, and other applications and mail appropriate documents and correspondence. 
• Maintain established rosters and data inventories.
• Monitor and maintain the supply of assigned type of application forms, Permit Center brochures, and other materials for public information.
• Maintain front counter area, lobby area, copy room, and other common areas as clean and functioning spaces.
• Receive, sort, log, and distribute incoming electronic and hard copy documents.
• Monitor office supplies inventory.   
• Gather material and research information to assist the Permit Center in accomplishing work.
• Proofread draft correspondence, reports, or other documents produced by other employees for spelling, grammar, and format.
• Utilize word processing, spreadsheet, presentation, and page layout software to draft documents, workbooks, informational brochures, and flyers.
• File correspondence, permits, and various other materials, keeping both physical and electronic permit filing systems well organized, utilizing records retention schedules to manage active and inactive records.
• Develop and maintain inventories for locating responsive records.
• Provide documents from permit files for staff and for public disclosure requests.
• Create new files and associated tracking records as required.
• Troubleshoot problems using instructional and procedural resources.
• Keep assigned workspace, files, resources, and timelines well organized. 
• Reliable and regular attendance is required.
• Other duties as assigned.

Contacts and Relationships
The Permit Clerk has extensive contact, both over the phone and in person, with the public as the primary contact for permit application intake and distribution of ready-to-issue permits, project notices, and determinations.  The position also requires contact with department staff, contractors,  and other departments and agencies in the execution of job duties. 
 
Working Conditions
Work is performed in an office environment.  Repeated interruption of the work routine is typical.  The work area can be noisy and characterized by high traffic.   Attendance at evening meetings or other off-duty events is not a regular part of the duties of this position and is not anticipated; however returning to duty after normal work hours may occasionally be required.  Telecommuting is permitted at the supervisor’s discretion in accordance with City policy.Knowledge, Skills and Abilities
Knowledge of general office practices and procedures; the regulatory role of the Community Development Department as it relates to permitting, current codes and permitting requirements; correct and effective use of English, grammar, spelling, punctuation, and basic math; standard formats of business correspondence and report organization; office software applications including word processing, page layout, PDF conversion/editing, spreadsheets, database programs such as Adobe Acrobat Professional and Microsoft Word, Excel, Publisher, and Outlook; records management concepts and practices, both hard copy and electronic, in compliance with records retention schedules for local government; plans, specifications, maps, drawings, reports, and construction documents common to assigned permit applications; pertinent federal, state, and local laws, codes, and development regulations; and general practices in care and operation of office equipment.
 
As determined by permit type assignment (Building, Zoning/Land Use, or Public Works), knowledge may also be required in City of Port Orchard land use regulatory code, Planning Association of Washington’s “Short Course on Planning,” Building Codes as adopted by the City of Port Orchard,  Comprehensive Planning, and the City’s Engineering Standards and Specifications. 
 
Ability to compile and generate Excel spreadsheets using formulas; utilize Word to create reports and mail merge documents; ensure accurate data availability for managers; maintain a professional personal appearance; demonstrate and maintain ethical behavior; maintain a professional demeanor even under a heavy workload or in stressful situations; maintain the confidence, confidentiality and situational awareness necessary to assist the supervisor and maintain the operation of the Permit Center; establish and maintain professional, effective, and courteous working relationships with other employees; plan, organize and prioritize workload to complete tasks within prescribed timeframes; accurately write and proofread business documents; comprehend and execute tasks from complex oral and written instructions; work independently without repeated direction; perform tasks with a high degree of accuracy and attention to detail; operate standard office equipment and machines; accurately type/keyboard and account for permit fees and receipts; and   communicate both orally and in writing. 

Physical Requirements
Must have the physical ability to perform all essential job functions.  Must be able to perform continuous, repetitive arm/hand movement, crouch, kneel, produce legible handwritten documents, and discern voice conversation.  May be required to lift/carry/move objects up to twenty (20) pounds.  Must have hand-eye coordination sufficient to operate office equipment.

Minimum Requirements
High school diploma or GED and two (2) years of office experience are required.
 
Preferred qualifications include  prior experience at a municipal or other government agency, prior professional experience in a comparable position, and/or Microsoft Office Specialist certification in Word and Excel. Any combination of experience and training that provides the desired skills, knowledge and abilities may be considered.
 
Requirements outlined in this job description may be subject to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position.  However, some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.
 
This job description does not constitute an employment agreement between the Employer and employee and is subject to change as the needs of the Employer and requirements of the job change.

Salary : $63,773 - $74,006