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CITY COUNCIL AGENDA ITEM NO. 10

Meeting Date: July 24, 2007

Subject/Title: Adopt a Resolution approving a classification description and salary range for Permit Services Specialist to support the implementation of the development and permit services One Stop Shop Permit Center

Prepared by: Patti Standley, Human Resources Manager

Submitted by: Karen L. Chew, Assistant City Manager

RECOMMENDATION
Adopt a Resolution approving the classification description and salary range for Permit Services Specialist to support the implementation of the development and permit services One Stop Shop Permit Center.

PREVIOUS ACTION
None.

BACKGROUND
The City Council’s adoption of the Strategic Plan 2007 reinforced the City’s commitment to improve and streamline the Development Review process in the Customer Service Strategic initiative, including the One Stop Shop Permit Center. In order to implement the One Stop Shop Permit Center, as part of the 2007/09 Operating Budget process, the Director of Community Development submitted a request to upgrade one Building Inspector position to a new classification titled Permit Services Specialist.

The Permit Services Specialist classification will be responsible for coordinating and organizing the interdepartmental activities of the One Stop Shop Permit Center. This classification will have technical responsibilities for developing, implementing, and managing the work flow program and software of the permitting process. The focus of the Permit Services Specialist will be to coordinate the permitting process, and improve service levels and workflow. While the Specialist will be housed in the Community Development Department, the position will chart the workflow and monitor the submittals and re-submittals of plans, issuance of permits and collection of fees not only for Community Development, but also for Engineering and the Parks and Recreation Department, as stated in the classification description. The Specialist will also be charged to ensure that consistent information related to the permitting process is provided to the public and other City staff. Consistency of information is a key component of the One Stop Shop Permit Center.

Staff conducted a salary survey of the survey agencies adopted by the City Council for the Permit Services Specialist. The survey results did not provide adequate data to establish a salary range. In this case where comparable salary data is not available, staff recommends a salary range based on internal equity with classifications that exist in the established classification/compensation structure. Staff recommends the following annual salary range for the Permit Services Specialist: $67,353 - $81,871.

FISCAL IMPACT
The 2007/09 Operating Budget includes funding for the upgrade of one term Building Inspector I classification to Permit Services Specialist, therefore no budget adjustments are necessary. The expenditure totals approximately $6,000 to the General Fund.

Attachment:
Resolution

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD
APPROVING A CLASSIFICATION DESCRIPTION AND SALARY RANGE FOR
PERMIT SERVICES SPECIALIST TO SUPPORT THE IMPLEMENTATION OF THE DEVELOPMENT AND PERMIT SERVICES ONE STOP SHOP PERMIT CENTER


WHEREAS, City Council adopted the Strategic Plan 2007 reinforcing the City’s commitment to improve and streamline the Development Review process in the Customer Service Strategic initiative, including the One Stop Shop Permit Center, and

WHEREAS, staff from the Community Development Department submitted a request to upgrade one Building Inspector position to a new classification titled Permit Services Specialist, as part of the 2007/09 Operating Budget process, and

WHEREAS, based upon internal equity, staff recommends the following classification description and annual salary range for the Permit Services Specialist:

Exhibit A – Permit Services Specialist $ 67,353 - $ 81,871

WHEREAS, the Permit Services Specialist will have technical responsibilities for developing, implementing, and managing the work flow program and software of the permitting process, and

WHEREAS, empowering the Permit Services Specialist to oversee the One Stop Shop Permit Center will improve service levels and workflow, and

WHEREAS, the Permit Services Specialist will ensure that consistent information related to the permitting process is provided to the public and other City staff, and

WHEREAS, consistency of information is a key component of the One Stop Shop Permit Center, and

WHEREAS, staff recommends approval of the new classification description as defined and based upon internal equity, staff recommends the annual salary range listed above, effective August 1, 2007.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood approves:
1. Classification description as defined and identified by Exhibit A attached hereto.
2. Annual salary range for the classification as provided above.
3. New salary range effective after adoption of the 2007/09 Operating Budget, but not before August 1, 2007.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on July 24, 2007 by the following vote:


Attachment:
Exhibit A – Permit Services Specialist


EXHIBIT A
CITY OF BRENTWOOD
PERMIT SERVICES SPECIALIST
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under general supervision of the Chief Building Official, coordinates Permit Center operations by ensuring the proper processing of all building and related permits for Community Development, including Planning and Building, Parks Development, and Public Works including Engineering and Operations; oversees permit issuance functions including processing applications for new construction and building modifications; ensures that permits and related information is provided to the public in a timely fashion; ensures the collection of applicable fees; provides coordination with various plan check staff, the general public and other departments and divisions; performs other duties as assigned.
IDENTIFYING CHARACTERISTICS
The Permit Services Specialist is a single position class performing a full range of advanced journey level duties and responsibilities exercising considerable technical judgment and discretion in the application of established policy, within general guidelines and professional administrative standards. The Incumbent performs difficult and responsible types of duties and assumes responsibility for permit coordination, processing, tracking, and troubleshooting. This classification is distinguished from the Chief Building Official in that the latter is responsible for overall management of the City’s Building Division and performs professional duties of a complex and difficult nature.
REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
1. Provides direct oversight for all permit functions utilizing computer workflow management, including proper coordination of applications, documents, and plan submittals to ensure accuracy and compliance with pertinent laws; ensures timely routing for further plan checking and City department review.
2. Ensures that permits and associated fees are calculated and processed in a timely manner and in accordance with established procedures and in compliance with the uniform codes, state and local laws, and ordinances governing land use development.
3. Responds to inquiries from the general public and staff including general building, planning, engineering, parks and recreation, public works, and fire department issues.
4. Provides information to property owners relating to zoning, general plans, building codes and environmental review questions; coordinates planning, engineering, public works, parks, and building plan checks and resolves issues.
5. Monitors the maintenance of a variety of Building Safety or Planning Division permit tracking reports, including conditional use and occupancy permits.
CITY OF BRENTWOOD
Permit Services Specialist (Continued)

6. Acts as project manager for various projects during the plan check review process.
7. Coordinates special plan check services including express plan checks, overtime plan checks, and plan checks by appointment.
8. Ensures proper input and maintenance of all statistical permit processing data.
9. Oversees the calculation and collection of applicable development fees for the City.
10. Coordinates division activities with other City departments, divisions, and outside agencies.
11. Works closely with Economic Development staff to coordinate meetings with prospective developers.
12. Develops policies related to customer service, inter-department plan review areas of conflict and/or overlap.
13. Coordinate inter-departmental permit tracking and monitoring system.
14. Establishes and maintains positive working relationships with the community, developers, architects, state and local agencies, City staff, Planning Commissioners, and City Council members.
15. Attends training courses to expand knowledge of local/state and federal codes, ordinances, and regulations.
16. Performs related duties as required.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of:
Personal Computers and related software including workflow tracking and monitoring systems, spreadsheets and data base programs.
Principles and practices of structural engineering and/or architectural design, civil engineering and land use.
Plan review processes and procedures.
Methods, materials, and progressive steps used in the construction of buildings and related structures.
Pertinent building related codes, ordinances, and regulations enforced by the City including the Uniform Building Code, plumbing, electrical, and mechanical codes, zoning ordinances, general land use codes, and related City codes and state mandated regulations.
Principles of project management.
Basic mathematics to accurately calculate building and applicable fees.
Proper English usage, spelling and grammar.
Principles and techniques used in building inspection work including those used to examine the quality of work and materials and to detect deviations from plans, regulations, and standard construction practices.
Accepted building construction safety standards and methods.

CITY OF BRENTWOOD
Permit Services Specialist (Continued)


Occupational hazards and standard safety procedures.
Permit processing procedures.
Modern office procedures, methods, and equipment.
Principles and procedures of record keeping and reporting.
Ability to:
Provide a high level of customer service and ability to resolve the problems of customers.
Identify the areas of overlap and conflict of the various codes and departments involved in the review of construction permit applications and resolve issues regarding that conflict and overlap.
Understand, interpret, explain, and enforce provisions of applicable building, safety, and zoning codes and ordinance requirements to contractors, developers, and the general public.
Understand the full range of building inspections.
Read and interpret complex plans and specifications.
Examine and correct building plans, calculations, and reports.
Coordinate the flow of assigned work and follow through in a timely manner.
Effectively utilize personal computers and software, including spreadsheets and learn and operate the permit center computer system.
Learn, interpret, and apply City, departmental and division rules, regulations, policies and practices.
Advise on standard construction methods and requirements.
Exercise sound and independent judgment.
Plan and organize daily work schedules and prioritize inspections.
Respond to requests and inquiries from the general public.
Maintain complete and accurate records.
Write routine reports and correspondence.
Make arithmetical computations rapidly and accurately.
Safely and effectively operate tools and equipment used in building inspection and the building trades.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Communicate clearly and concisely, both orally and in writing.
Deal tactfully and effectively with those encountered in the course of work.
Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education/Training:
Equivalent to the completion of the twelfth grade. Two years of college level course work in public or business administration, construction management, architecture, engineering, or a related profession and/or technical discipline is highly desirable.
Experience:
Five years of progressively responsible programmatic, technical, and administrative support experience specific to area of assignment, including two years of experience as a journey level craft worker in the building trades or in reviewing plans and issuing building permits. Some experience as a building inspector is desirable.
CITY OF BRENTWOOD
Permit Services Specialist (Continued)

License or Certificate:
Possession of an appropriate driver’s license.
Possession of a Combination Building Inspector certificate issued by the International Code Council (ICC) or ability to obtain such certificate prior to the completion of the probationary period.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed in a standard office setting with travel to various locations to attend meetings and to view job sites and/or inspections; the employee often works in and around building and construction sites; exposure to inclement weather conditions, mechanical hazards, noise, and dust.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and in a field environment; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; walk on uneven terrain, loose soil, and sloped surfaces; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations; to operate equipment and vehicle; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.
FLSA Designation: Non-Exempt

Adopted: July 24, 2007


 

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