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HomeMy WebLinkAboutPermit Tech II - Permit CoordinatorCity of Port Townsend Job Description Permit Coordinator Classification title: Permit Technician II Working title: Permit Coordinator Department: Planning and Community Development Union: Teamsters General Government FLSA status: Non-exempt Wage Classification: 11 Hours: Full time Effective date: Dec. 2024; Apr. 2026 Reports to: Building Official Civil Service: No JOB SUMMARY Under the direction of the Building Official, performs front counter customer service for building, public works, and land use permitting. This includes reviewing, accepting, distributing, documenting and maintaining departmental information, reports, plans, specifications, applications, permits and inspections according to established guidelines. This position helps explain procedures, related codes and ordinances to the public and to other partner agencies. ESSENTIAL DUTIES AND RESPONSIBILITIES Employee shall meet a minimum of three requirements of group A and two of group B of the Core Competencies, and the tasks described in these select competencies are considered part of the essential functions for Permit Coordinator. Front Counter Customer Service  Serves as a public reception contact for the Planning and Community Development Department and the Public Works Department for the purposes of permitting and development related topics.  Provides customers with information regarding permit requirements and the application process, calculates and assesses appropriate fees; responds to inquiries from property owners, contractors, developers and the public concerning building codes and permit regulations at the counter, over the phone or email; and performs frequent customer service work both on the phone and at the front counter.  Reviews applications and plans for completeness, verifies zoning and use classifications, and determines for customers which permits and/or inspections are required.  Receives incoming calls and provides information and/or directs calls to the appropriate department or individual in a professional manner.  Presents a positive attitude and works with the public in a courteous, non-confrontational manner.  Works in a high-energy, multi-task situation balancing the demands of more than one customer or task at a time. Department Operations and Procedures  Assists in the maintenance of department and public works permit files.  Logs permits, plans and other submittals into computerized permit system and routes to applicable department staff for review and permit issuance. Permit Coordinator  Receipts permit fees, balances daily cash register, and ensures proper transfer to Finance Department.  Addresses permitting questions and provides guidance to applicants on the permitting processes for Planning, Building, and Public Works.  Provides general administrative support to the Planning and Community Development Department and to the Planning and Community Development Director.  Establishes and maintains Department files, including but not limited to building, public works, land use, signs, and historic preservation. Responsible for ensuring that the Department meets all State- mandated general records retention schedule requirements. Working in cooperation with the Public Records Officer, continuously assesses the retention of building files and assists in the proper archiving of records.  Assists the Director with departmental and public works permitting related budget preparation and tracking of Department line-item expenses.  In coordination with Planning staff, prepares legal notices, and reviews and ensures that public notices for land use permits have been published, mailed and posted in accordance with City code.  Verifies and processes all Department accounts receivable and accounts payable in a timely manner.  Assigns addresses for all new construction. Works with Jefferson County PUD and East Jefferson Fire Rescue to ensure correct addresses are distributed to all appropriate agencies.  Responsible for keeping departmental website current and up to date, including development- related information from other departments.  Maintains sign permit insurance liability database. KNOWLEDGE, SKILLS AND ABILITIES  Advanced knowledge of general office procedures .  Knowledge of basic budgeting theories and principles; understanding of expense coding procedures.  Intermediate skills in Microsoft Excel, Word, Outlook, PowerPoint, Publisher, Bluebeam Revu or equivalents.  Communication and interpersonal skills, with the ability to interact with diverse groups of people.  Flexibility to adapt to changing circumstances, such as shifting priorities, unexpected challenges, or variations in the workload, while maintaining composure and effectiveness.  Ability to maintain cooperative and effective working relationships with co-workers, peers, management, elected officials, other agencies, and customers.  Ability to effectively and efficiently communicate with team members, managers, other agencies and entities, the general public, and other departments, both verbally and in writing, using tact, patience and courtesy to convey instructions, provide feedback, receive feedback, and resolve issues.  Ability to use the software programs of the department.  Ability to provide exemplary customer service skills; ability to interact with the public, co-workers and other City employees in varying situations with confidentiality, diplomacy and skill at working well with others.  Ability to communicate effectively with diverse and sometimes irate individuals in a calm manner over a wide range of media, including virtual meetings, electronic mail, phone, chat, and in- Permit Coordinator person interactions.  Ability to understand basic construction and civil drawings, plot plans, land use maps, land surveys, plat maps and technical studies. Ability to navigate and read drawings in electronic formats.  Ability to use Geographical Information Services (GIS) maps, such as ArcReader and to read, interpret, measure and print maps from GIS.  Ability to create and manage documents in an electronic environment, to create fillable forms, and to use cloud storage while adhering to the State and City records retention policies.  Ability to use basic geometric formulas, required mathematical calculations, and commonly accepted construction terminology with customers and staff.  Ability to exercise sound judgment in moderate to complex situations demonstrating initiative when taking action; ability to weigh options and foresee consequences of decisions; ability to adapt to changes in the work and work environment; ability to take personal responsibility for actions.  Ability to effectively set priorities, organize workload, handle multiple responsibilities and meet deadlines; ability to handle multiple interruptions and adjustments to priorities throughout day while maintaining a sustained attention to detail.  Ability to demonstrate good written communication skills and a solid understanding of business correspondence basics with the ability to proofread the grammar, spelling and punctuation with a high degree of accuracy.  Ability to work independently as well as in a team-oriented setting.  Ability to make purchases of work-related equipment and supplies for the department, following City policy and financial procedures.  Ability to effectively operate the tools and equipment used in a modern office: personal computer (desktop or laptop), smartphones, multi-line phone system, copy machine/scanner, plotter, 10-key calculator, etc.  Ability to prepare reports and dashboard presentations depicting workloads, performance and statistics. CORE COMPETENCIES. To show competency for these skills, the employee must have worked in an equivalent position for another agency or worked for the City for a minimum of one year demonstrating the skills for this position. The groups below provide a list of competencies for career path development. Group A Competencies  Ability to perform setback and grade plan review for residential building permit applications.  Ability to process Minor Improvement Permits (MIP) and Site Development Permits (SDP) for work in the right-of-way, on behalf of the Public Works Department.  Ability to create and produce reports of permitting and inspection activities using the Ad Hoc Reporting Tool available through Smartgov.  Ability to advise applicants through the Lots of Record and Lot Line Adjustment Process  Ability to review Erosion and Sediment Control Plans and Stormwater Plans for residential building permit applications. Permit Coordinator  Ability to advise, review, and process over-the-counter building permits such as fence, window and re-roof permits, as assigned.  Ability to advise, review and process Tree Conservation Permits and to administer the Tree Conservation Code for residential (non-subdivision, single parcel) development.  Ability to perform residential energy code review for additions, alterations and new single-family construction as assigned.  Ability to review sign permit applications for compliance with the City’s sign code and building codes as assigned.  Ability to review and coordinate with business license applicants to ensure consistency with the City’s codes. Group B Competencies  Certification as an Arborist from International Society of Arboriculture (ISA) and including the Tree Risk Assessment Qualification (TRAQ) credential from ISA and ability to review tree Minor Improvement Permits and perform inspections in collaboration with City Public Works crews.  Ability to assist with subdivision, lot line adjustment, and similar property boundary related legal filings with the County Auditor and Treasurer.  Certification as a Residential Building Inspector (B1) through ICC and ability to perform inspections as assigned.  Certification as a Residential Plan Reviewer (R3) through the ICC and ability to do simple residential plans reviews as assigned.  Certification as a Certified Erosion and Sediment Control Lead (CESCL) as recognized by the Washington State Department of Ecology and ability to perform inspections as assigned.  Ability to advise applicants on Critical Areas based upon available mapping and City Code; explain options and procedures to applicants based upon research.  Ability to advise applicants on Historic Preservation based upon available surveys, mapping and City Code; explain options and procedures to applicants based upon research.  Ability to advise applicants regarding ADU’s and short-term rentals based upon City Code and mapping. Group C Competencies (included to show skills needed for advancement)  Lead and implement process improvements.  Design, build, and implement a streamlined permit review process that improves customer outcomes as measured by the reduction of conflicting staff responses and customer complaints.  Assist in providing grant administrative overhead support.  Permit oversight for purposes of consolidated permit review and coordination of department review.  Train under planner to review and research complex planning cases, such as, but not limited to conditional use permits, variances, lot line adjustments, and letters to the assessor for the purposes of career training when workload capacity allows time.  Draft policies and procedures for review, prepare for implementation.  Serve as a liaison to the senior management team or provide City advisory board education and support as needed.  Lead 1:1 meetings with other team members. Permit Coordinator  Coach, mentor and train new permit tech team members.  Bachelor’s degree in a related field.  Demonstrated advanced written communication and analysis skills. QUALIFICATIONS Required  High school diploma or GED.  Three years of increasingly responsible administrative work experience, including demonstrated experience in customer service, electronic document management, office procedures, record- keeping, computers, and administrative skills and including at least two years in permitting, planning/development services, or public works environments.  Must be able to manage multiple tasks under deadlines.  Certification as a Permit Technician through the International Codes Council (ICC) or ability to obtain within one year of hire. Preferred  Associate degree or two years of college-level coursework.  Experience providing support to a division or department director in a highly visible agency or office.  Valid Washington Driver’s License and ability to maintain a driving record acceptable to the City’s insurance carrier. WORKING CONDITIONS Duties are performed primarily in an office environment with sitting for extended periods of time, utilizing standard office equipment and personal computer. The noise level in the work environment is usually moderately quiet. May be required to interact with upset customers. This position typically requires movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and repetitive motions. Exerting up to twenty pounds of force occasionally, and/or up to ten pounds of force frequently, and/or a negligible amount of force constantly to move objects. The physical demands described here 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 functions. The City of Port Townsend is an equal employment opportunity employer. The City employs, retains, promotes, disciplines and otherwise treats all employees and job applicants strictly on the basis of job- related qualifications and competence. These policies and all employment practices shall be applied without regard to any individual's sex, race, color, creed, religion, national origin, sexual orientation (including gender identity), pregnancy, age, marital status, military status, disability, genetic information, or any other characteristic protected by law. This job description in no way implies that these are the only duties to be performed. The employee occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisors. All employees must comply with all City policies and procedures relevant to their position as a condition of City employment. Permit Coordinator This job description does not constitute an employment agreement between the City and the employee and is subject to change as the needs of the City and requirements of the job change.