Permits Associate (A7)

Processes and issues all trade permits and trade licenses for the Department of Planning and Zoning; backs up the Permits Administrator and does related work.
(Note: The duties and responsibilities enumerated in this job description are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all the job duties of all positions in the job classification. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily, with or without reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.)

Receives trade permit applications and trade license applications, and ensures applications are completed in accordance with established processes and procedures. Issues approved permits and licenses.
Issues building, electrical, plumbing, tank and mechanical permits.
Anticipates and develops procedures/tools to address routine administrative office problems;
Coordinates short and long-range administrative needs such as space, office supplies, resources.
Recommends procedural changes.
Maintains files, updates existing files and creates new files.
Receives, sorts and distributes the Departmental mail to the appropriate office.
Manages inspectors schedule requests.
Distributes electrical and gas releases to the utility contractor.
Schedules electrical, plumbing, mechanical and tank inspections.
Processes contractor licenses, scans files, registrations and certificates of insurances and updates file information accordingly.
Arranges for maintenance of office equipment.
Answers phones and responds to each call appropriately.
Types letters, memos, project comments, corrections notices, etc.
Assists customers in person with maneuvering the City’s permit portal.
Performs other duties as assigned.
Knowledge, Skills and Abilities:
Knowledge of grammar, spelling, and punctuation.
Knowledge of a municipality’s permit procedures, processes, and applications.
Knowledge of computer systems/applications and software programs that are highly technical, such as GIS or CAD.
Skill in using various Microsoft Suites programs (i.e., MS Word, PowerPoint, Excel, adobe, etc.).
Ability to collaborate with stakeholders or counterparts in a clear and effective manner when responding to questions about the status of permit applications. Ability to coordinate, validate, and enter information into automated system.
Ability to perform the functions and responsibilities of a City’s inspections and permits program.
Ability to operate small office equipment, including computers for data entry, word processing, copy machines or multi-line telephone systems.

Minimum Qualifications:
High School Diploma or an acceptable equivalency diploma (GED), and one (1) year of experience performing clerical work and administrative duties.

Special Qualifications:
NONE

Preferred Qualifications:
Completion of business school or some college courses.
Physical/Mental Demands:
The work environment entails minimal discomforts that may be associated with an office environment.

Work Environment:
The work is sedentary and generally the employee may be required to speak, walk, stand, bend, and/or carry light items to include paper, books or files.