Permit Technician

Under general supervision, this position performs a variety of administrative support functions associated with processing and issuing multiple types of construction permits in accordance with the Uniform Statewide Building Codes. Reports to the Assistant to the Building Official or designee.

Processes all types of construction permits, payments and invoices; oversees petty cash and cash turn-in funds; assists with budget preparation; coordinates and maintains calendar; responds to permit inquiries.

Provides and/or interprets department policies and procedures on permit processes and issuance to permit applicants, such as design professionals, contractors, Engineers, Developers, and other regulatory agency representatives; dispatches Inspectors to sites as needed; conducts simple presentations and introductions.

Provides information to the general public; keeps abreast of current and future issues and trends; monitors and interprets codes and ordinances for enforcement; and monitors trends in enforcement data to identify problem areas, and determines priorities and areas of concentration.

Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval, and functions that may require interpretation, judgement and determining appropriate processes to be used; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies.

Interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; may screen and respond to inquiries and complaints; provides information on policies and procedures; performs other similar types of administrative support activities; and responsible for establishing, coordinating, and/or maintaining detailed and confidential filing and record systems.

Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge of Job: Has the ability to interpret city and departmental rules, regulations, policies and procedures. Has knowledge of the organization and functions of the city. Has considerable knowledge of modern office practices and procedures. Is able to make routine coordination decisions independently in accordance with laws, regulations, and city policies and procedures, and to solve problems and answer questions. Is able to independently manage and administer projects and programs. Is able to develop and modify work procedures, methods and processes to improve efficiency. Is able to screen communications, and based on content, handle independently or route to proper source. Is able to use independent judgment in organizing and establishing format. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain moderately complex files. Is able to communicate effectively orally and in writing. Is able to exercise tact and courtesy during the frequent contact with the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co- workers and the general public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures, and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Interacts effectively with fellow employees, supervisors, professionals and the general public.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly work place.

Associate’s Degree in Administration, Accounting, Business, Computer Applications, or a related field and 1 -2 years of experience in the building or construction trades, or an equivalent combination of education and experience. Experience in the construction industry highly desirable.

A valid driver’s license with an acceptable driving record.

An acceptable general background check to include a local and state criminal history check and sex offender registry check.

Certification as an International Code Council and Virginia Department of Housing & Community Development (DHCD) Permit Technician required within 18 months of hire.

Certification in Federal Emergency Management Agency Independent Study (FEMA IS) 100, 200, 700, 800 required within one year of hire.

This position is considered “essential personnel” for the purposes of performing the damage assessment portion of the City’s Emergency Operations Plan, and will require working after normal working hours and or the weekends in the event of natural disasters or emergencies as needed.

Physical Requirements: Must be physically able to operate a variety of automated office machinery and equipment including computer, printer, typewriter, calculator, facsimile machine, copier, multi-line telephone systems, etc. Must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for Sedentary Work.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from supervisors.

Language Ability: Requires the ability to read a variety of reports, forms, printouts, applications, surveys, permits, etc. Requires the ability to prepare correspondence, forms, memorandums, transactions, analysis, billing, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information, explain procedures, and follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English and possess considerable knowledge of terminology common to assignment.

Numerical Aptitude: Requires the ability to utilize mathematical formulas, to add and subtract totals, multiply and divide, determine percentages and decimals, and interpret graphs, ratio and proportions, etc.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity: Requires the ability to handle a variety of items, automated office equipment, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication: Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.