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PURPOSE OF POSITION:
This position performs technical and coordination work associated with complex projects, including commercial, industrial, and multi-family residential projects, in support of the Building Division of the Community Development Department. This position also performs administrative duties and customer service duties related to Business licensing and voucher processing.
This description covers the most significant essential and auxiliary duties performed but does not include other occasional work which may be similar, related to, or logical assignment to the position.
The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
ESSENTIAL JOB FUNCTIONS:
Building Department:
Serves the public as initial contact for building permit applicants. Directs applicants to specific technical personnel for all but routine processes. It is the responsibility of this position to outline application procedures for building permit applications and to provide answers to general questions relating to building.
Provides general building related code information and application forms to permit applicants and the general public and provides guidance in filling out various permit applications and forms, making sure applicants understand the permitting process and the necessary information and attachments required to submit an accurate and complete application.
Processes building permit applications, primarily with commercial, industrial, and multi-family residential projects, by accepting the application, checks for accuracy and completeness, routing to appropriate review staff, monitors application progress through other departments, and prepares permits for issuance, collects, receipts, and verifies appropriate building fees.
Acts as the “point of contact”, or liaison, between Community Development Department and complex project permit holders during construction, monitoring completeness of City requirements and ‘Conditions of Approval’ prior to issuance of Certificate of Occupancy.
Processes Certificates of Occupancy on appropriate building permits. Maintains accurate records of requirements and issues the certificates once the requirements are met.
Maintains accurate and timely records of the permit process; inputs, maintains and compiles a variety of data on permitting activity, such as the number of permits, permit fees, and review time. Assists in the scheduling of requests for field inspections and coordinating the permitting process with building officials and inspectors.
Researches local, state, and federal requirements to respond to questions as assigned and/or summarizes information from various sources either into narrative or report format.
May operate a City vehicle on occasion to attend meetings, trainings, collect mail and or permitting items, etc.
Serves as an Oregon Notary Public.
Performs related work as necessary.
Business Licensing:
Manages all aspects of the City’s Business License program, which includes processing Business Licenses, Street Vendors, Itinerant Merchants, and Temporary Business Licenses.
Review and verify insurance information, Passenger Transportation applications, conduct random audits, and process renewals annually.
Manages updating and developing forms, brochures, publications, and other informational materials regarding business license services.
Answers questions and responds to inquiries from the public, other governmental agencies and business contacts and refer to appropriate persons when necessary.
Manages record keeping procedures and systems, filing, and archiving files as needed.
Administrative:
Processes vouchers as needed. Prepare vouchers for The Community Development Department and purchases supplies. Track progress of purchase orders and maintain spreadsheets for tracking project expenses. Work with Finance Department to resolve budget or expenditure discrepancies.
Qualifications:
JOB QUALIFICATION REQUIREMENTS:
Mandatory Requirements:
An Associates Degree in Business/Finance or related vocational college equivalent; two (2) years verifiable work experience in progressively responsible Permit Technician and/or Business Licensing duties, preferably supplemented by course work in technical aspects of operations in a building and planning department; or any equivalent combination of experience and training which demonstrates the knowledge, skills, and abilities to perform the described duties.
Desirable Requirements:
For desirable requirements to be considered, one must have met the minimum requirements noted above:
A Bachelor’s degree Business/Public Administration, or related field.
Four (4) years verifiable work experience working in a municipal government setting (City/County).
Four (4) years verifiable work experience with Oregon state laws and local regulations relating to building, planning, and zoning.
Special Requirements/Licenses:
This position may require the use of a City Vehicle. Possession of, or required to obtain within thirty (30) days from date of hire, a valid Oregon driver’s license.
Certification as a Permit Technician by the International Code Council must be obtained within six (6) months of hire.
Oregon Inspector Certification (OIC) by the Oregon Building Codes Division.
Necessary Knowledge, Skills, and Abilities:
Considerable working knowledge of codes, regulations, and laws governing building construction and development. Working knowledge of the special practices, technicalities, and work methods for the department. Working knowledge of English grammar and composition, business and/or legal formats, spelling, arithmetic, filing, and record keeping. Human relations skills to communication standard yet technical information, to employ specific lines of inquiry, to resolve problems, and to maintain harmony in a work setting.
Must have strong communication skills in working with the public and working as a team within CDD. Ability to understand and execute complex oral or written instructions; to express ideas and convey information effectively orally and in writing; establish priorities and organize own workload; to work under intense encounters with the public firmly and tactfully; to establish and maintain effective working relationships with other employees, public and private offices, and the general public. Skills in organization and record keeping.
Thorough knowledge of general office practices and procedures; correct and effective use of grammar, business English, spelling, and punctuation. Thorough knowledge of filing systems, operations, policies, procedures, terminology, and governing laws of assigned department. Well-developed writing skills to prepare reports, technical and procedural documentation. Knowledge of computer systems and software; basic math principles.
Understand and execute complex oral and written instructions; express ideas and convey information effectively, orally and in writing; maintain confidentiality; deal effectively with frequent interruptions and several situations at one time; establish priorities and organize own workload; establish and maintain effective working relationships with other employees, public and private offices, and the general public; and effectively use business telephone etiquette.
Work Environment
SUPERVISION RECEIVED:
Work is performed under the general supervision of the Building Official. Position is primarily working independently. Work is reviewed for quality and conformance to established policies, procedures, and standards.
SUPERVISORY RESPONSIBILITIES:
This position is not a supervisory position. Employee may assist in direction, guidance, or training in operational procedures to other employees.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand or sit and talk or listen; talk or hear; use hands to handle, feel, or operate objects, tools, or controls; reach; stoop; kneel and crouch.
The employee must occasionally lift and/or move up to ten (10) pounds and may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision, and the ability to adjust focus.
TOOLS AND EQUIPMENT USED:
Computer, including word processing, data base, Internet, and spreadsheet programs; calculator, telephone, copy machine, fax machine and postage machine.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
While performing the duties of this job, the employee works in an office environment; the employee rarely works in outside weather conditions. The noise level in the work environment is usually quiet.
This description covers the most significant essential and auxiliary duties performed but does not include other occasional work which may be similar, related to, or logical assignment to the position.
The job description does not constitute an employee agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.