PERMIT SUPERVISOR

BRIEF DESCRIPTION OF THE JOB: 

Analyze and process a wide range of transactions and lead a small team in customer service. The Permit Supervisor oversees the permitting process, ensuring compliance with local and state regulations, and demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and works cooperatively and jointly to provide quality, seamless customer service.

ORGANIZATIONAL RELATIONSHIPS:

• Reports to Assistant Director of Development Services.
• This is a supervisory position.
• Works closely with City personnel, has frequent contact with representatives of various governmental, business entities, building trades, and the general public.

ESSENTIAL DUTIES: This is a description of the way this job is currently performed; there is potential for accommodation.

• Supervision of assigned staff including delegation of assignments, performance management, training, etc; 
• Explains the permit process to prospective and current applicants, including the applicable codes and regulations governing development, the sequence of activities in the permit approval process, and the timelines to expect for key decisions and final approval.
• Oversees and accepts complicated building permit applications, verifying documentations, feasibility, and compliance with special requirements of the property. Verifies application elements such as plot plans, setbacks, land use, etc.
• Reviews plans and proposals for compliance with permit, land use, and code requirements.
• Provides regular and routine instruction to team members on codes, regulations, policies, and procedures. Conducts in service education of Technicians and others to assure consistency in permit processing.
• Conducts research of prior building and land use actions, documentation, and legal status of property to provide explanations, advice, and solve problems with community members.
• Prepares fee and activity schedules for permit applications, and determines appropriate fees from a pre-determined scheduled.
• Sets up field inspection schedules, accompanying documentation, and fee or action instructions as required.
• Processes accounts payable, refunds, and other customer-based financial transactions.
• Prepares daily and monthly financial and management reports.
• Responds to telephone and in-person inquiries that have been directed by others for information, problem solving, and/or research concerning documentation or action on property.
• Monitors timeliness and prepares and issues notices of expired permits.
• Analyzes the permit process and timelines and suggests ways to enhance efficiency.
• Sets up and maintains files and data including statistical data on permitting activity.
• Serves as Notary Public; and
• Performs related duties as assigned that support the overall objective of the position.

KNOWLEDGE AND ABILITIES:

Knowledge of:   

• Administrative principles and practices. including goal setting, program development, implementation and evaluation, and project management.
• Basic working knowledge of the role of structural, mechanical, electrical, and plumbing inspections in the permitting process.
• Practices of researching building permit issues, evaluations alternatives, making sound recommendations.
• Techniques for effectively representing the city in contract with governmental agencies, community groups, and various businesses, professional, and educational organizations.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• Principles and practices of employee supervision, either directly or through subordinate levels of supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures. 
• Basic accounting and payment processing procedures.
• Sufficient knowledge of and skill in English grammar and composition, to prepare routine correspondence in business and/or legal formats.
• Modern office practices, methods and computer equipment and applications related to the work.

Skills/Ability to:

• Lead a team and provide support and training to staff.
• Enter data accurately and consistently using standard software.
• Communicate effectively, both verbally and in writing and in a timely manner.
• Assess and understand a variety of different situations and implement the appropriate next steps in handling customer complaints and/or requests.
• Work collaboratively and establish effective working relations with co-workers.
• Deal effectively with the public, including difficult or sensitive situations.
• Follow written and verbal instructions.
• Operate multi-line phone system.
• Operate using effective time management techniques and handle multiple tasks in quick succession.
• Read, comprehend, assess, interpret, and articulate code, ordinances, manuals, memos, letters, and interpret technical drawings.
• Assess a range of technical comments and formulate solutions for the applicant.
• Write clear and succinct letters to applicants on procedural issues and/or technical issues.
• Process and reconcile payments.
• Use permit tracking software to manage building permits, code enforcement cases and inspections. 
• Devise, compile, and prepare a variety of reports to monitor and enhance the building permit process.
• Develop policies and procedures and implement process improvements.
• Act as a systems administrator for the software and key liaison at software user groups and conferences.
• Use initiative and independent judgement within established guidelines.

ACCEPTABLE EXPERIENCE AND TRAINING:

• High school diploma or equivalent
• Five (5) years of relevant experience in permit processing/customer service.
• OR any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.
• An Associate's degree in a related field may substitute for two years of the experience requirement.
• A Bachelor's degree in a related field may substitute for four years of the experience requirement.

CERTIFICATES/LICENSES REQUIRED:

• Valid Texas Class C Driver’s License
• ICC Permit Technician certification or ability to obtain within 12 months of hire.
• Notary Public Certification or ability to obtain within 12 months of hire.
• Bilingual in English and Spanish preferred.