Permit Specialist

Description
GENERAL PURPOSE:
The Permit Specialist performs routine and complex administrative work in permitting for the City's Building and Permitting Department. This position accomplishes a variety of administrative and clerical tasks such as analyzing, routing and tracking permit applications, filing correspondence, records maintenance, respond to telephone and written inquiries, and storage of documents to support office operations. This work is performed under close supervision - the incumbent is assigned duties according to specified procedures and receives detailed instructions; work is checked frequently and is reviewed through observation, review of results achieved, and accuracy of work assigned.

Examples of Duties
ESSENTIAL FUNCTIONS:
NOTE:

The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position or to reasonably accommodate individuals with disabilities.
Assist applicants in completing construction permit applications including computing and collecting fees; assist contractors with the building plan application process and assist with licensing information.
Route and track building plans through the plan approval process.
Receive applications, process and issue permits in coordination with other affected City departments.
Prepare agenda and packets and public notices for Construction Board of Adjustment; record and prepare minutes of meetings. Secure meeting location and notify Board members.
Process purchase orders and purchasing credit card reconciliation, and assist the Department Head upon request with telephone calls and daily operational duties.
Compose correspondence, reports, and memos independently or from general instruction.
Research legal documents and property records within the City and other municipalities.
Retrieve, schedule, and assign inspection requests.
Issue and file contractor information, and other forms.
Coordinate distribution of Development Review Committee documentation between applicable city departments. Secure meeting location.
Review residential and commercial building plans for initial application.
Inventory and requisition materials, supplies, and equipment.
Responsible for accurate record retention; scanning, filing, disposal of records.
Research, collect, and compile data for administrative and operational reports; enter information into accounting and word processing computer applications and update computer files.
Perform other work as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
General knowledge of English, spelling, grammar, punctuation and business correspondence.
General knowledge of office terminology, methods, practices, procedures, filing systems, design and maintenance and modern information systems and software.
Knowledge of Energov software, Building Self-Service Portal (CSS), Genesys, City specific software and Microsoft office.
Skill in the operation of modern office equipment, computers, and software, including Microsoft Office applications (Word, Excel, PowerPoint, etc.).
Skill in data entry and proofing of text and numerical entries.
Ability to make critical and difficult decisions with some direction that conform to the policies and procedures of the City and the Department.
Ability to complete tasks in a timely manner, multi-task, organize workload, meet deadlines, follow-up and take tasks to completion.
Ability to complete work accurately with a high level of attention to detail.
Ability to organize technical data and material logically and conduct analysis regarding such data and material.
Ability to communicate information tactfully and impartially, both in person and in writing with all staff, city officials, and the public.
Ability to establish and maintain effective relationships with employees, supervisors, city officials, and the public.
Ability to demonstrate proficiency in the City of Winter Park Core Competencies.
Ability to understand and follow oral and written instructions and keep accurate records.
Ability to research information in the City of Winter Park's Land Development Code.
Ability to direct complaints, concerns and questions to the applicable departments for resolutions.
Ability to review and mathematically calculate permit fees using appropriate fee schedule and fee calculator.
This position is performed with general knowledge - the incumbent is generally familiar with information contained in relevant source documents or information in a particular subject field; has ability to use relevant sources to obtain specific or supplemental information.
Desired:
Ability to learn departmental and municipal rules, regulations, policies, and procedures.
Ability to learn State of Florida Contractor and Design Professional Licensure Requirements.
Ability to learn the Administrative Sections of the Florida Building Code.
Ability to learn how to verify licensing, property ownership, proper licensing for permit types through the use of various software programs.
Ability to become a certified Permit Technician by achieving a PASS the International Code Council Exam Score.

Typical Qualifications
MINIMUM QUALIFICATIONS:
High School Diploma or equivalent; supplemented by a minimum of two years of experience in an administrative support function.
An equivalent combination of education, training and experience, which provide the necessary knowledge, skills and abilities and other competencies required for the position may be considered.

Supplemental Information
OTHER REQUIREMENTS:
Physical
This is light work requiring the exertion of 0 - 20 pounds of force occasionally and 0 - 10 pounds of force frequently to lift, carry, push, pull, and reposition objects.
Ability to traverse about an ADA accessible office setting, with or without reasonable accommodation.
Ability to remain stationary at a keyboard for extended periods of time and continuously operate a computer and other office productivity machinery, such as a calculator, copy machine, and printer.
Ability to manipulate objects and demonstrate small, precise movements repetitively.
Environmental
Tasks are regularly performed in an office setting without frequent exposure to adverse environmental conditions.
Sensory
Tasks require the manipulation of objects and demonstration of small, precise movements, the ability to detect and distinguish various features of one's surroundings, and the ability to effectively communicate and exchange information with others.
The job description does not constitute an employment agreement between the City and employee and is subject to change by the City as the needs of the City and requirements of the job change.

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