Permit Center Operations Manager

2 weeks ago

Vancouver, Washington, United States The City of Vancouver Full time
Salary Range
$7,780.00 Job Summary
This position is being re-posted.

The Permit Center Operations Manager is responsible for planning, organizing, supervising, coordinating, and actively participating in the activities of the team dedicated to assisting clients with navigating the City's planning, building, development, and permitting procedures. This includes the intake of permit applications, addressing client inquiries, reviewing applications for completeness, routing applications and plans to designated reviewers, collecting fees, issuing refunds, and granting permits and approvals as requested. The role involves researching, analyzing, and implementing strategies to enhance process efficiencies within the department. Direct supervision is provided to the Permit Specialists and Engineering Technicians, ensuring that the team operates efficiently while delivering exceptional customer service. The Permit Center Operations Manager also offers technical expertise in building and zoning code administration or development review processes. This position receives general direction from the Division Manager or higher-level department personnel and exercises direct oversight over technical and support staff.

This is a full-time, regular, exempt position. The schedule for this position is Monday through Friday, 8 AM to 5 PM.

Currently, this position is eligible for telework or a hybrid schedule. As with all routine telework positions, employees may be required to come into the office occasionally based on business needs. Telework arrangements may be subject to change in the future. All employees must reside in Oregon or Washington; the City cannot support ongoing telework from other locations.
Job Details

Essential Functions:
  • Plans, coordinates, and organizes daily operations of the permit center, ensuring timely, efficient, and accurate review and issuance of permits and approvals.
  • Utilizes permit software systems for generating reports, analyzing data, resolving issues, and enhancing processes.
  • Plans, organizes, and evaluates the performance of assigned staff, establishing performance requirements and personal development targets, coaching for performance improvements, and administering disciplinary actions when necessary.
  • Collects, records, and reconciles permit-related financial transactions.
  • Ensures that all permit and entitlement records are maintained as required in both hard copy and electronic formats.
  • Acts as the division lead for all Public Disclosure Requests.
  • Mediates and resolves disputes and misunderstandings between clients and permit staff.
  • Develops and oversees the distribution of informational materials, brochures, and website content related to the permit center.
  • Provides training opportunities for clients on navigating the permit and plan review process.
  • Participates in professional groups and committees.
  • Maintains files and reports regarding permit counter activities.
  • Researches, compiles, and analyzes data for special projects and various reports.
  • Performs other duties and responsibilities as assigned.
Qualifications

Experience and Education

Experience:
  • Four (4) years as a Permit Technician or equivalent, performing in a lead capacity in a regulatory or permit processing environment with customer service responsibilities.
Education:
  • Equivalent to an Associate's Degree.
Equivalent combinations of education and experience may be considered.

Computer Skills:
  • Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and permitting software, preferably Infor and Project Dox.
Required Licenses and/or Certifications:

Possession of:
  • Current Permit Technician or Plans Examiner certification issued by the International Code Council (ICC); OR
Ability to obtain:
  • Current Permit Technician certification issued by the ICC within the first year of employment.
Knowledge:
  • Principles and techniques of effective supervision, including training and evaluation processes.
  • Construction codes, techniques, and methods of permits and plan check processes and procedures, as well as zoning requirements.
  • Pertinent federal, state, and local laws related to building codes, zoning regulations, and low impact development standards.
  • Modern office procedures, methods, and computer equipment.
  • Use of personal computers and basic software.
Abilities:
  • Plan, direct, and coordinate a customer service-focused public permit center.
  • Supervise, train, and evaluate employees for efficient and effective service delivery.
  • Interpret and clearly communicate city policies, procedures, laws, and regulations.
  • Manage the handling of the Permit Center's financial transactions and account reconciliations.
  • Coordinate the maintenance, testing, and periodic upgrades of the City's permit tracking software in collaboration with the Information Services Department.
  • Operate a personal computer and appropriate software.
  • Work in alignment with the City of Vancouver's Operating Principles.
  • Act as a team player in all interactions with other City employees.
  • Provide a high level of customer service consistently.
  • Project and maintain a positive image in all work-related interactions.
  • Develop and maintain collaborative and respectful working relationships with team members and others.
  • Consistently deliver quality service.
  • Maintain regular and dependable attendance.
This position is subject to successful completion of a pre-employment reference check and a basic criminal background check.

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