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Human Resources
FLSA Designation: Non-Exempt
Adopted: July 24, 2007

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 pubic 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.
  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. 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.

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.

Human Resources Division   
   (925) 516-5191
150 City Park Way   
TTD
   (925) 516-5409
Brentwood, CA 94513  
  (925) 516-5446