Building & Safety Permit Specialist I/II

DEFINITION

Reviews plans, performs minor plan checks, directs applicants on development review process; performs administrative support duties and a variety of technical and complex clerical/record keeping functions including billing, records management and research.

SUPERVISION

Works under the administrative supervision of the Permit Services Administrator and/or designee who outlines work, occasionally reviews work in progress and reviews completed work. No supervision exercised.

Conducts minor plan checks to verify code compliance and issues appropriate permits.

Assists customers and responds to inquiries regarding the need for approvals, permits and inspections, application status and the general code compliance of designs, procedures and materials.

Reviews details, elements or components of submittal materials for completeness. Researches and prepares reports and monitors progress for application and permit status.

Calculates valuations and fees. Verifies required professional and contractor licensing and insurance requirements. Coordinates routing for application review to relevant departments based on defined thresholds, policies and procedures. Determines that the project has all prerequisite approvals prior to permit issuance. Obtains proper signatures and declarations on applications.

Creates files and records for special and standard inspections and final project completion. Verifies that the necessary documents are retained for the period required and are available, as needed.

Provides complete information for public record requests and reports of residential building records.

Conducts research on property history including related permits and land use approvals, property ownership and legal addresses. Determines responsible parties and applies administrative costs, fines and permit fees for monitoring services.

Prepares, processes, files and maintains a variety of billing and financial records and forms including but not limited to proactive monitoring and administrative citation programs, seismic retrofitting program, permitting and inspection.

Receives and processes invoices and payments and prepares corresponding daily cash balancing reports. Checks figures, reviews irregularities in billing when needed and takes follow up action by contacting customers, investing and/or resolving problems.

Maintains records and multiple filing systems. Distributes, receives and processes a variety of forms. May design routine procedures and forms for the processing of records.

Performs general office reception duties. Explains general rules and regulations, program and procedural information and responds in person and by telephone to inquiries, routine complaints, and problems, take messages, and/or makes referral to appropriate source(s).

Maintains database for the computer permit tracking system, record imaging system, division operational reports and the seismic retrofit program. Prepares, maintains and archives plan review, permit, code enforcement and inspection records. Performs data entry and checks data and information for accuracy.

Performs other related duties, as assigned.

Knowledge of:

Modern office practices, procedures and equipment

Building plans, codes, ordinances and related terminology

Architectural drawing convention and what comprises a complete set of building plans

Processes and procedures associated with construction permits

Records management practices and procedures

Business English, spelling and punctuation

Basic mathematics

General computer software applications, including spreadsheets and word processing

Effective customer service techniques

Ability to:

Learn and apply departmental policies and procedures related to the acceptance, review and approval of permit applications and commonly used building and zoning codes and ordinances

Use architectural and engineering scales to determine dimensions and calculate areas and percentages

Understand the relationship between Zoning ordinances and building code requirements

Follow verbal and written instructions

Communicate clearly and effectively, both orally and in writing

Keep accurate records

Interact with a variety of individuals

Use independent judgment and initiative

Prioritize and meet deadlines assigned

Complete assignments in a timely manner

Maintain accurate records and files

Reconcile figures and perform mathematical computations

Provide effective customer service

Establish and maintain effective and cooperative working relationships with City employees and the public

Skill in:

Performing accurate mathematical calculations

Using personal computers and applicable software applications

Education: Level 1/Level II - Graduation from high school or equivalent.

Experience:

Level I: One year of recent, paid work experience providing technical information to the public, preferably in a municipal building or planning department.

Level II: Three years of recent, paid, progressively responsible work experience in a private or public agency involved in regulatory functions, permit processing or a closely related field which has included heavy public contact.

Licenses and Certifications:

Level I: Possession of a valid class C driver license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

Level II: Possession of a valid class C driver license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions. Possession of a valid Certificate as a Permit Technician from the Internal Code Council.

HOW TO APPLY: Applicants must submit a clear, concise, completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process.

SELECTION PROCESS: All applicants must submit clear, concise and complete information regarding their qualifications for the position. All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate further in the selection process.

Testing may consist of the following:

• Training & Experience evaluation
• Oral Interview: 100

If you would like to submit your certifications, college level transcripts or diploma for consideration, you must attach a copy to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so may result in your application being disqualified.

Background Investigations: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

NOTE: If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our employees are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call , TDD Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.

WORKING CONDITIONS: Work is performed indoors in a busy office environment. Must be able to handle heavy public contact at the counter and on the telephone. This position requires frequent sitting, walking, standing, reaching, bending and lifting and carrying up to 20 pounds. Must be occasionally available to work evenings or weekends for special assignments.